46-DNCR-27-2196 IFB Janitorial Services for Hanging Rock State Park

STATE OF NORTH CAROLINA
Department of Natural and Cultural Resources
Invitation for Bids #: 46-DNCR-27-2196
Janitorial Services for Hanging Rock State Park
Date of Issue: October 15, 2026
Bid Opening Date: October 29, 2026
At 2:00 PM ET
Direct all inquiries concerning this IFB to:
Dwayne Alston
Procurement Specialist
Email: dwayne.alston@dncr.nc.gov
Phone: 919-814-6734

STATE OF NORTH CAROLINA
Invitation for Bids #
46-DNCR-27-2196
______________________________________________________
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
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Bid Number: 46-DNCR-27-2196 IFB Vendor: __________________________________________
STATE OF NORTH CAROLINA
Department of Natural and Cultural Resources
Refer ALL Inquiries regarding this IFB to the Invitation for Bids No.: 46-DNCR-27-2196
procurement lead through the Message Board in Bids will be publicly opened: October 29, 2026, at 2:00 PM ET
the Sourcing Tool. See Section 2.7 for details:
Dwayne Alston
Using Agency: DNCR, Hanging Rock State Park Commodity No. and Description:
Requisition No.: RQ316639 761115 - General building and office cleaning and maintenance services
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),
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 NC eProcurement Sourcing Tool.
Failure to execute/sign bid prior to submittal shall render bid invalid and it SHALL 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:
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Bid Number:46-DNCR-27-2196 IFB Vendor: __________________________________________
VALIDITY PERIOD
Offer shall be valid for at least one hundred 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 the Department of Natural and Cultural Resources)
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Bid Number:46-DNCR-27-2196 IFB Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................. 5
1.1 CONTRACT TERM .................................................................................................................. 5
2.0 GENERAL INFORMATION ....................................................................................................... 5
2.1 INVITATION FOR BIDS DOCUMENT ..................................................................................... 5
2.2 ePROCUREMENT FEE ........................................................................................................... 5
2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS ................................. 6
2.4 IFB SCHEDULE ...................................................................................................................... 6
2.5 SITE VISIT ............................................................................................................................... 7
2.6 BID QUESTIONS ..................................................................................................................... 7
2.7 BID SUBMITTAL ..................................................................................................................... 7
2.8 BID CONTENTS ...................................................................................................................... 8
2.9 ALTERNATE BIDS .................................................................................................................. 8
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ............................................................ 9
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS .................................................... 9
3.1 METHOD OF AWARD ............................................................................................................. 9
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION......... 9
3.3 BID EVALUATION PROCESS .............................................................................................. 10
3.4 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................. 10
3.5 INTERPRETATION OF TERMS AND PHRASES .................................................................. 11
4.0 REQUIREMENTS ................................................................................................................... 11
4.1 PRICING ................................................................................................................................ 11
4.2 ESTIMATED QUANTITIES .................................................................................................... 11
4.3 FINANCIAL STABILITY ........................................................................................................ 11
4.4 REFERENCES ...................................................................................................................... 12
4.5 BACKGROUND CHECKS ..................................................................................................... 12
4.6 PERSONNEL ......................................................................................................................... 12
4.7 VENDOR'S REPRESENTATIONS ........................................................................................ 12
4.8 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................. 12
4.9 SUBCONTRACTORS ............................................................................................................ 13
4.10 SECRETARY OF STATE REGISTRATION ........................................................................... 13
5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 13
5.1 SPECIFICATIONS ................................................................................................................. 13
5.2 CERTIFICATION AND SAFETY LABELS ............................................................................. 19
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Bid Number:46-DNCR-27-2196 IFB Vendor: __________________________________________
6.0 CONTRACT ADMINISTRATION............................................................................................. 19
6.1 CONTRACTING AGENCY .................................................................................................... 19
6.2 CONTRACT MANAGER AND CUSTOMER SERVICE ......................................................... 19
6.3 INVOICES .............................................................................................................................. 20
6.4 CONTINUOUS IMPROVEMENT ............................................................................................ 20
6.5 ACCEPTANCE OF WORK .................................................................................................... 20
6.6 TRANSITION ASSISTANCE ................................................................................................. 21
6.7 DISPUTE RESOLUTION ....................................................................................................... 21
6.8 CONTRACT CHANGES ........................................................................................................ 21
6.9 ATTACHMENTS .................................................................................................................... 21
ATTACHMENT A: PRICING............................................................................................................... 22
ATTACHMENT ONE: CABIN INVENTORY LIST ............................................................................... 24
ATTACHMENT TWO: INSPECTION REPORT CHECKLIST ............................................................. 25
ATTACHMENT THREE: CHECKLIST FOR OPTIONAL SERVICES ................................................. 27
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Bid Number:46-DNCR-27-2196 IFB Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The Department of Natural and Cultural Resources (hereinafter "Department"), on behalf of Hanging Rock State Park (hereinafter
"Park"), seeks a qualified and experienced Vendor to provide janitorial services for Hanging Rock State Park. Hanging Rock State
Park is located at 1790 Hanging Rock Park Road, Danbury, NC 27016. The services shall consist of an all-inclusive cleaning service
of the Department's vacation cabins, to include all necessary labor, supervision, materials, supplies (excluding toilet paper and
trash bags provided by the Department), and equipment for professional performance.
The Department maintains ten (10) Rustic Family Vacation Cabins for use by visitors to Hanging Rock State Park. During the course
of a year, these cabins may be rented approximately 620 times yearly. Each rental requires janitorial servicing. This Invitation for
Bids (IFB) seeks an experienced and qualified Vendor to provide efficient and professional janitorial labor and service.
PARK AND CABIN LOCATION
Family Vacation Cabins
The cabins are centrally located on Cabin Drive within the Park, near the Family Camping areas.
Number of cabins: 10
Structure: Single level, approximately 675-854 square feet. Cabins 1, 2, 3, 4, 5 and 6 are 675 square feet. Cabins 7, 8, 9
and 10 are 854 square feet.
Accommodations: Each cabin contains, (2) bedrooms, bathroom with shower stall,
living room, kitchen with adjoined dining space and screened in porch.
Cabin flooring: 100% linoleum
Porch flooring: 6 cabins have 100% concrete flooring
4 cabins have 100% wood flooring
Occupancy: Up to (6) people per cabin
Restrictions: No pets and no smoking in cabin areas
Two cabins have been augmented to conform to the Standards for Accessible Design as established under the Americans with
Disabilities Act (ADA).
The most popular rental times are the weekends and week-long periods, but multiple weekly rentals are possible. Nevertheless,
after each rental a complete routine janitorial service must be performed.
The intent of this solicitation is to award an Agency Contract.
1.1 CONTRACT TERM
The Contract shall have a term beginning on January 5, 2027, and ending January 4, 2030.
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 BIDS 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 ePROCUREMENT FEE
ATTENTION: This is an NC eProcurement solicitation facilitated by the Ariba Network. The eProcurement fee may apply to this
solicitation. See the paragraph entitled ELECTRONIC PROCUREMENT of the North Carolina General Terms and Conditions.
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Bid Number:46-DNCR-27-2196 IFB Vendor: __________________________________________
General information on the eProcurement 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 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 October 15, 2026
Hold Site Visit State October 21, 2026, at 11:00 AM ET
Submit Written Questions Vendor October 22, 2026, by 12:00 PM ET
Provide Response to Questions State October 23, 2026, by 4:00 PM ET
Submit Bids Vendor October 29, 2026, at 2:00 PM ET
Contract Award State To Be Determined
The Department of Natural and Cultural Resources will be conducting live bid openings over conference call. Below is the call-
in information for this procurement's bid opening scheduled for Thursday, October 29, 2026, at 2:00 PM ET.
Call-in telephone number: 1-984-204-1487
Phone Conference ID number: 616 087 916#
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Bid Number:46-DNCR-27-2196 IFB Vendor: __________________________________________
2.5 SITE VISIT
Urged and Cautioned Site Visit
Date: October 21, 2026
Time: 11:00 AM Eastern Time
Location: 1790 Hanging Rock Park Road
Danbury, NC 27016
Contact: Robin Riddlebarger
Contact #: (336) 593-8480
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.
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 # 46-DNCR-27-2196 - 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.
2.7 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
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Bid Number:46-DNCR-27-2196 IFB Vendor: __________________________________________
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 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 NC eProcurement Sourcing Event will be considered. Bids
submitted through the Message Board will not be accepted or considered for award.
If confidential and proprietary information is included in the bid, also submit one (1) signed, REDACTED copy of the bid. 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 bid with its bid submission, the Department may release an unredacted
version if a record request is received.
2.8 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. Completed and signed version of all EXECUTION PAGES, along with the body of the IFB.
B. Signed receipt pages of any addenda released in conjunction with this IFB, if required to be returned.
C. Vendor's Response. (Sections 4.10 Secretary of State Registration, Item 5.1.1 and 6.2 Contract Manager and Customer Service)
D. Completed version of ATTACHMENT A: PRICING FORM
E. Completed and signed version of ATTACHMENT E: CUSTOMER REFERENCE FORM
F. Completed and signed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR
G. Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION
2.9 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 bid 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. If a
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