50-2425031 Fitness Equipment and Services

STATE OF NORTH CAROLINA
North Carolina Community College System
Invitation for Bid #: 50-2425031
Fitness Equipment & Services
Date Issued: March 18, 2026
Bid Opening Date: April 29, 2026
At 2:00PM EST
Direct all inquiries concerning this IFB to:
Latanya Davis
Procurement Specialist I
Email: davist@nccommunitycolleges.edu
Phone: 919-807-7089
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STATE OF NORTH CAROLINA
Invitation for Bids #
50-242-5031
______________________________________________________
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://vendor.ncgov.com/vendor/login
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STATE OF NORTH CAROLINA
North Carolina Community College System NCCCS)
Refer ALL Inquiries regarding this IFB to: Invitation for Bids # 50-2425031
The procurement lead through the Message Board in the
Bids will be publicly opened: April 29, 2026
Sourcing Tool. See section _2.6_ for details.
Using Agency: North Carolina Community College System Commodity No. and Description: 4920 - Fitness Equipment
Requisition No.: N/A
EXECUTION
In compliance with this Invitation for Bids (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),
that 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 Contract; 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 bid
response to the IFB, the undersigned certifies, for Vendor's entire organization and its employees or agents, that Vendor are not aware that any
such gift has been offered, accepted, or promised by any employees or agents of Vendor's 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 below. 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 cannot 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: FAX NUMBER:
VENDOR'S AUTHORIZED SIGNATURE: DATE: E-MAIL:
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VALIDITY PERIOD Offer shall be valid for at least one hundred eighty days (180) from date of bid opening, unless otherwise stated here: ______
days, or if extended by mutual agreement in writing of the parties. Any withdrawal of this offer shall be made in writing, effective upon receipt
by the agency issuing this IFB.
BID ACCEPTANCE
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 NC Community College System)
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Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................................................ 7
1.1 CONTRACT TERM ........................................................................................................................................... 8
2.0 GENERAL INFORMATION .................................................................................................................................... 8
2.1 INVITATION FOR BID DOCUMENT .................................................................................................................. 8
2.2 E-PROCUREMENT FEE .................................................................................................................................... 8
2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS ................................................................. 8
2.4 IFB SCHEDULE ................................................................................................................................................ 9
2.5 BID QUESTIONS .............................................................................................................................................. 9
2.6 BID SUBMITTAL .............................................................................................................................................. 9
2.7 BID CONTENTS ............................................................................................................................................. 10
2.8 ALTERNATE BIDS ........................................................................................................................................... 10
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS .................................................................................... 10
3.1 METHOD OF AWARD .................................................................................................................................... 10
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ....................................... 11
3.3 BID EVALUATION PROCESS ........................................................................................................................... 11
3.4 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................................................ 12
3.5 INTERPRETATION OF TERMS AND PHRASES................................................................................................. 12
4.0 REQUIREMENTS ............................................................................................................................................... 12
4.1 PRICING ........................................................................................................................................................ 12
4.2 ADDITIONAL DISCOUNT OFFERS/REBATES .................................................................................................. 12
4.3 PRODUCT IDENTIFICATION........................................................................................................................... 13
4.4 TRANSPORTATION AND IDENTIFICATION ..................................................................................................... 13
4.5 DELIVERY AND INSTALLATION ...................................................................................................................... 13
4.6 AUTHORIZED RESELLER ................................................................................................................................ 16
4.7 DESCRIPTIVE LITERATURE ............................................................................................................................ 16
4.8 HUB PARTICIPATION ..................................................................................................................................... 16
4.9 WARRANTY ................................................................................................................................................... 16
4.10 MAINTENANCE OPTION ........................................................................................................................... 17
4.11 TRAINING ................................................................................................................................................. 18
4.12 MAINTENANCE MANUAL ......................................................................................................................... 18
4.13 INSTRUCTION MANUALS .......................................................................................................................... 18
4.14 REFERENCES ............................................................................................................................................. 18
4.15 VENDOR'S REPRESENTATIONS ................................................................................................................. 18
4.16 FINANCIAL STABILITY ................................................................................................................................ 18
4.17 AGENCY INSURANCE REQUIREMENTS MODIFICATION............................................................................ 19
4.18 SUBCONTRACTORS ................................................................................................................................... 19
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4.19 SECRETARY OF STATE REGISTRATION ....................................................................................................... 19
5.0 PRODUCT SPECIFICATIONS ............................................................................................................................... 19
5.1 SPECIFICATIONS............................................................................................................................................ 19
5.2 CERTIFICATION AND SAFETY LABELS ............................................................................................................ 22
6.0 CONTRACT ADMINISTRATION .......................................................................................................................... 22
6.1 CONTINUOUS IMPROVEMENT ..................................................................................................................... 23
6.2 PERIODIC STATUS REPORTS .......................................................................................................................... 23
6.3 INVOICES ...................................................................................................................................................... 23
6.4 DISPUTE RESOLUTION .................................................................................................................................. 24
6.5 RETURN/RESTOCKING POLICY...................................................................................................................... 24
6.6 PRODUCT RECALL ......................................................................................................................................... 24
6.7 OUT-OF-STOCK & BACK-ORDERS .................................................................................................................. 24
6.8 PRICE ADJUSTMENTS ................................................................................................................................... 24
6.9 CONTRACT CHANGES ................................................................................................................................... 24
6.10 POST AWARD PRODUCT SUBSTITUTIONS, ADDITIONS & REMOVALS ..................................................... 25
6.11 ATTACHMENTS ......................................................................................................................................... 25
ATTACHMENT A: PRICING ................................................................................................................................................ 27
ATTACHMENT B: INSTRUCTIONS TO VENDORS ................................................................................................................ 27
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ........................................................................... 27
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION .................................................................................... 27
ATTACHMENT E: CUSTOMER REFERENCE FORM ............................................................................................................. 27
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR .................................................................................... 27
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION .......................................................................................... 27
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1.0 PURPOSE AND BACKGROUND
The purpose of this Invitation for Bids (IFB) is to solicit competitive bids from qualified vendors to establish an Agency-Specific
Term Contract for the purchase, delivery, installation, and setup of new, unused, and currently manufactured fitness equipment
and related services for the 58 institutions within the North Carolina Community College System (NCCCS). Equipment and
services will be procured on an as-needed basis throughout the contract period.
This contract is intended to support the diverse fitness, wellness, athletics, and academic program needs of NCCCS campuses by
providing access to high-quality, reliable equipment at competitively bid pricing. Categories of equipment to be supplied under
this Contract are:
* CATEGORY A: CARDIO EQUIPMENT STANDARD CARDIO MACHINES
* CATEGORY B: STRENGTH EQUIPMENT
* CATEGORY C: FUNCTIONAL FITNESS & CROSSFIT-STYLE EQUIPMENT
* CATEGORY D: REHABILITATION, WELLNESS & SPECIALTY EQUIPMENT
* CATEGORY E: FITNESS ACCESSORIES
* CATEGORY F: FACILITY FURNITURE & SUPPORT ITEMS
* CATEGORY G: OTHER FITNESS & WELLNESS EQUIPMENT
The North Carolina Community College System Office (NCCCSO), acting on behalf of all 58 community colleges, coordinates this
procurement to streamline purchasing, promote standardization where beneficial, and ensure cost-effective acquisition across all
institutions. The resulting contract is considered a convenience contract, except as provided under G.S. 115D-58.14(a) and may
be utilized by any NCCCS institution at its discretion and each of which may place orders independently according to their
individual needs, budgets, and facility requirements. By establishing this Term Contract, NCCCS aims to:
* Ensure statewide access to modern, safe, and durable fitness equipment.
* Provide consistent procurement processes and pricing efficiencies.
* Support institutional wellness programs, academic coursework, athletics, and public-facing fitness facilities.
* Ensure all equipment meets required safety, warranty, and performance standards.
The Community College System consists of the following colleges:
1. Alamance Community College 30. Martin Community College
2. Asheville-Buncombe Technical CC 31. Mayland Community College
3. Beaufort County Community College 32. McDowell Technical Community College
4. Bladen Community College 33. Mitchell Community College
5. Blue Ridge Community College 34. Montgomery Community College
6. Brunswick Community College 35. Nash Community College
7. Caldwell CC & Technical Institute 36. Pamlico Community College
8. Cape Fear Community College 37. Piedmont Community College
9. Carteret Community College 38. Pitt Community College
10. Catawba Valley Community College 39. Randolph Community College
11. Central Carolina Community College 40. Richmond Community College
12. Central Piedmont Community College 41. Roanoke-Chowan Community College
13. Cleveland Community College 42. Robeson Community College
14. Coastal Carolina Community College 43. Rockingham Community College
15. College of The Albemarle 44. Rowan-Cabarrus Community College
16. Craven Community College 45. Sampson Community College
17. Davidson-Davie Community College 46. Sandhills Community College
18. Durham Technical Community College 47. South Piedmont Community College
19. Edgecombe Community College 48. Southeastern Community College
20. Fayetteville Technical CC 49. Southwestern Community College
21. Forsyth Technical Community College 50. Stanly Community College
22. Gaston College 51. Surry Community College
23. Guilford Technical Community College 52. Tri-County Community College
24. Halifax Community College 53. Vance-Granville Community College
25. Haywood Community College 54. Wake Technical Community College
26. Isothermal Community College 55. Wayne Community College
27. James Sprunt Community College 56. Western Piedmont Community College
28. Johnston Community College 57. Wilkes Community College
29. Lenoir Community College 58. Wilson Community College
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Bid Number: 50-2425031 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").
At the end of the Contract's initial term, the State shall have the option, in its sole discretion, to renew the Contract on the same
terms and conditions for up 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 sixty (60) days before the end of the Contract's then-current term. In addition, the State reserves
the right to extend a contract term after the last active term.
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
The 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 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 also are 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 within 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 and amendment of specific provisions of the Contract that have been addressed during the
question-and-answer period.
Other than through the process of negotiations 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. 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 to during negotiations and incorporated by way of a Best
and Final Ofer (BAFO). Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds
to reject Vendor's bid as non-responsive.
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Bid Number: 50-2425031 Vendor: ____________________________________
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 March 18, 2026
Submit Written Questions Vendor April 1, 2026
Provide Responses to Questions State April 15, 2026
Submit Bids Vendor April 29, 2025 @ 2:00PM
Contract Award State TBD
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 # 50-2425031 - 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 888211-
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 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 bid(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
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Bid Number: 50-2425031 Vendor: ____________________________________
required items are completed. The Sourcing Tool will provide error messages to help identify any required information that
is missing when response is submitted.
4. Simply saving your response in the Sourcing Tool is not the same as submitting your response to the State. Vendors should
make sure they complete the submission process and receive a message that their response was successfully submitted.
5. Only 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.
2.7 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) Title Page: Include the company name, address, phone number and authorized representative along with the Bid Number.
b) Completed and signed version of EXECUTION PAGES, along with the body of the IFB.
c) Signed receipt pages of any addenda released in conjunction with this IFB, if required to be returned.
d) Vendor Response: Relative Sections - 2.2, 2.6, 2.4, 4.18,
e) Completed version of ATTACHMENT A PRICING SUBMITTAL WORKBOOK
f) Completed and signed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION
g) Completed and signed version of ATTACHMENT E: CUSTOMER REFERENCE FORM
h) Completed and signed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR
i) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION
2.8 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 bids 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. Each bid
must be complete and independent of other bids offered. If a Vendor chooses to respond with various offerings, Vendor shall follow
the specific instructions for uploading Alternate Bids in the Sourcing Tool
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS
3.1 METHOD OF AWARD
North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the additional
criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all award decisions
shall be in the State's best interest.
All responsive bids will be reviewed, and award or awards will be based on the responsive bid(s) offering the lowest price that meets
the specifications provided herein, to include any required verifications set out herein such as but not limited to past performance,
references, and financial documents.
While the intent of this IFB is to award a Contract(s) to multiple Vendors, the State reserves the right to make separate awards to
different Vendors for one or more line items, to not award one or more line items or to cancel this IFB in its entirety without awarding
a Contract, if it is considered to be most advantageous to the State to do so.
The State reserves the right to waive any minor informality or technicality in bids received.
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