Overhead Door Inspections & Repair Services

STATE OF NORTH CAROLINA
North Carolina State Ports Authority
Invitation for Bid #: 53-26-040
Port of Wilmington: Overhead Door Inspections & Repair Services
Date of Issue: May, 18, 2026
Bid Opening Date: May 29, 2026
At 4:00PM ET
Direct all inquiries concerning this IFB to:
Marie Humphrey
Purchasing Manager
Email: marie.humphrey@ncports.com
Phone: 910-746-6420 Direct

STATE OF NORTH CAROLINA
Invitation for Bid #
53-26-040
______________________________________________________
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
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 (NCSPA)
Refer ALL Inquiries regarding this IFB to: Invitation for Bid #: 53-26-040
Marie Humphrey Bids will be publicly opened: May 29, 2026 by 4:00PM ET
Marie.humphrey@ncports.com
Using Agency: North Carolina State Ports Commodity No. and Description: 721015 Building maintenance
Authority (NCSPA) and Repairs Services Overhead / Garage doors
Requisition No.:
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 ATTACHMENTS page within this document.
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:
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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:
VALIDITY PERIOD
Offer shall be valid for at least ninety (90) 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 North Carolina State Ports Authority)
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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 ................................. 7
2.4 IFB SCHEDULE .......................................................................................................................8
2.5 SITE VISIT ...............................................................................................................................8
2.6 BID QUESTIONS .....................................................................................................................9
2.7 BID SUBMITTAL ...................................................................................................................1 0
2.8 BID CONTENTS ....................................................................................................................1 1
2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS .......................................................... 12
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS ................................................... 12
3.1 METHOD OF AWARD ........................................................................................................... 12
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ....... 12
3.3 BID EVALUATION PROCESS .............................................................................................. 13
3.4 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................. 14
3.5 INTERPRETATION OF TERMS AND PHRASES .................................................................. 14
4.0 REQUIREMENTS ....................................................................................................................1 4
4.1 PRICING ................................................................................................................................1 4
4.2 FINANCIAL STABILITY ........................................................................................................ 15
4.3 HUB PARTICIPATION ........................................................................................................... 15
4.4 REFERENCES.......................................................................................................................1 5
4.5 BACKGROUND CHECKS ..................................................................................................... 15
4.6 PERSONNEL .........................................................................................................................1 7
4.7 VENDOR'S REPRESENTATIONS ........................................................................................ 18
4.8 AGENCY INSURANCE REQUIREMENTS ............................................................................ 18
4.9 SUBCONTRACTORS ............................................................................................................ 18
4.10 SECRETARY OF STATE REGISTRATION ........................................................................... 18
5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 19
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5.1 SPECIFICATIONS .................................................................................................................1 9
GENERAL SPECIFICATIONS ............................................................................................... 21
5.2 TASKS/DELIVERABLES ...................................................................................................... 22
5.3 CERTIFICATION AND SAFETY LABELS ............................................................................. 22
5.4 DEVIATIONS .........................................................................................................................2 2
6.0 CONTRACT ADMINISTRATION ............................................................................................. 23
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ......................................................... 23
6.2 INVOICES ..............................................................................................................................2 3
6.3 POST AWARD BUSINESS REVIEW MEETINGS ................................................................. 23
6.4 CONTINUOUS IMPROVEMENT ............................................................................................ 24
6.5 PERIODIC REPORTS ............................................................................................................ 24
6.6 ACCEPTANCE OF WORK .................................................................................................... 24
6.7 FAITHFUL PERFORMANCE - RESERVED .......................................................................... 25
6.8 TRANSITION ASSISTANCE ................................................................................................. 25
6.9 DISPUTE RESOLUTION ....................................................................................................... 25
6.10 CONTRACT CHANGES ........................................................................................................ 25
7.0 ATTACHMENTS .....................................................................................................................2 6
ATTACHMENT A: PRICING ............................................................................................................... 26
ATTACHMENT B: INSTRUCTIONS TO VENDORS ........................................................................... 26
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ................................... 26
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION .............................................. 26
ATTACHMENT E: CUSTOMER REFERENCE FORM ....................................................................... 26
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR ........................................... 26
https://www.doa.nc.gov/pandc/onlineforms/pc-worker-location-92021-pdf/open ........................ 26
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION ................................................... 26
ATTACHMENT H: AGENCY TERMS AND CONDITIONS ................................................................. 26
ATTACHMENT I: AGENCY FACILITY ACCESS REQUIREMENTS, WORK RESTRICTIONS & SAFETY
PROTOCAL ............................................................................................................................2 7
ATTACHMENT J: ADDITONAL AGENCY INSURANCE REQURIEMENTS ...................................... 27
ATTACHMENT K: AGENCY BUILDING OVERHEAD DOORS(S) ASSESSMENT LIST ................... 27
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THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK
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1.0 PURPOSE AND BACKGROUND
The purpose of this Invitation for Bid is to seek competitive bids from qualified Vendors to perform annual or biannual inspections,
condition assessments, documentation and prioritization reporting across the portfolio of buildings and warehouses located at
North Carolina State Port Authority Wilmington Port located at 2508 Burnett Blvd, Wilmington, NC 28401.
North Carolina State Port Authority is also interested (as an option) in a preventive maintenance program for the overhead doors for
vendor to perform minor repairs or Preventive Maintenance services at time of inspection. And as an additional optional task repairing
two (2) overhead doors identified by NCSPA as requiring immediate corrective action. However, final decisions regarding these repairs
will be made only after all overhead doors have been inspected, condition assessments completed and documentation prioritized. This
ensures that repair efforts are directed toward the most urgent needs across the entire portfolio. We request that Vendors include a
pricing proposal for repairs to the two preliminary overhead doors as described. This will help NCSPA evaluate repair options in
parallel with inspection findings.
Background
The North Carolina State Port Authority mission of the North Carolina State Ports Authority is to be the gateway to global markets and
to enhance the economy of North Carolina by supporting and improving the state's logistics network.
NORTH CAROLINA PORTS FAST FACTS: Two deep-water ports located in Wilmington and Morehead City. One inland port located in
Charlotte, Access to major highways and interstates including I-40, I-95, I-85, I-77, US 74, US 17 & US 70.
Access to Class I rail networks via CSX and Norfolk Southern. 5,000+ container gate moves weekly at the Port of Wilmington; 320,000+
TEU annually through the Port of Wilmington; 4 million+ tons of general cargo annually; 1,000 ship calls per year; Highest container
truck gate and crane productivity on the U.S. East Coast.
The intent of this solicitation is to award an Agency Specific Contract.
1.1 CONTRACT TERM
The Contract shall have an initial term of one (1) year, 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 shall have the option, in its sole discretion, to renew the Contract on the same terms
and conditions for up to one (1) additional one-year terms. 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.
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: The E-Procurement fee does not apply to this solicitation.
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.
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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 Monday, May 18, 2026
Hold Pre-Bid Meeting/Site Visit State Thursday, May 21, 2026 at 10AM EST
Submit Written Questions Vendor Friday, May 22, 2026 by 4:00PM EST
Provide Response to Questions State Tuesday, May 26, 2026 by 4:00PM EST
Submit Bids Vendor Friday, May 29, 2026 by 4:00PM EST
Contract Award State TBD
2.5 SITE VISIT
Urged and Cautioned Site Visit
Date: Thursday, May 21, 2026
Time: 10:00AM Eastern Time
Location: 2508 Burnett Blvd
Small Conference Room
Wilmington, NC 28401
Contact #: Marie Humphrey
Please wear proper SAFETY PPE- requirements, steel-toed boots, hard hat, safety vest is required for this site visit.
Please confirm your attendance a day in advance by contacting Marie Humphrey via email at marie.humphrey@ncports.com with
the name and title of attendees who will be in attendance from your company. Please be sure to reference IFB# 53-26-040 in your
email subject line.
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* Attendees must have a valid TWIC for unescorted access.
* Attendees without a TWIC should bring with them a valid driver's license for checking in.
No weapons or alcohol are allowed in vehicles on North Carolina Ports facilities, nor can they be stored at any of our facilities.
Do your part to make your site visit an incident free day.
The nature of our work environment demands that we closely examine each work activity and plan accordingly for the most effective
arrangement for employees and port users. North Carolina Ports works closely with its partners and customers to provide a proper
working environment for workers and safe facilities for our employees and port users.
To help achieve these objectives, North Carolina Ports requires that the following safety rules be observed on property:
* Obey all traffic signs and lane markings
* Obey posted speed limits
* Do not travel between containers in the container yard
* Maintain 50' from heavy equipment while operational
* Travel in approved lanes. Do not take shortcuts
* Class 2 reflective vests are required when walking in the operational areas
* North Carolina Ports employees are prohibited from using a cell phone while their vehicle is in motion. Please exercise the
same courtesy when you are visiting a port facility.
Please review our Safety and Security Regulations adopted by the North Carolina Ports Authority Board of Directors on August 24,
2017. The continuous safety of everyone at each North Carolina Ports facility is a top priority.
Instructions: Vendor representatives are URGED and CAUTIONED to visit the site and apprise themselves of the conditions and
requirements which will affect the performance of the work called for by this IFB. A non-mandatory site visit is scheduled for this IFB.
Submission of a bid shall constitute sufficient evidence of this compliance, and no allowance will be made for unreported conditions
which a prudent Vendor would recognize as affecting the performance of the work called for in this IFB.
Vendor is cautioned that any information released to attendees during the site visit, other than that involving the physical aspects of the
facility referenced above, and which conflicts with, supersedes, or adds to requirements in this IFB, must be confirmed by written
addendum before it can be considered to be a part of this IFB and any resulting contract.
2.6 BID QUESTIONS
Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the best bid possible.
To accommodate the Bid Questions process, Vendors shall submit any such questions by the "Submit Written Questions" date and time
provided in the IFB SCHEDULE Section above, unless modified by Addendum.
Written questions shall be emailed to marie.humphrey@ncports.com by the date and time specified above. Vendors should enter "IFB
# 53-26-040-: Questions" as the subject for the email. Question submittals should include a reference to the applicable IFB section and
be submitted in the format shown below:
Reference Vendor Question
IFB 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 IFB. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a
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