IFB 30-26036DSOHF - Emergency Power Supply System Maintenance And Repair Services – Eastern Region

STATE OF NORTH CAROLINA
DHHS - DIVISION OF STATE OPERATED HEALTHCARE FACILITIES
Invitation for Bid #: 30-26036DSOHF
EMERGENCY POWER SUPPLY SYSTEM MAINTENANCE AND REPAIR SERVICES
- EASTERN REGION
Date of Issue: March 12, 2026
Bid Opening Date: March 30, 2026
At 1:00 PM ET
Direct all inquiries concerning this IFB to:
Rita Sutton
Facility Type Manager
Email: rita.sutton@dhhs.nc.gov
Phone: 919-221-8880

STATE OF NORTH CAROLINA
Invitation for Bid #
30-26036DSOHF
______________________________________________________
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: IFB 30-26036DSOHF Vendor: __________________________________________
STATE OF NORTH CAROLINA
DHHS - Division of State Operated Healthcare Facilities
Refer ALL Inquiries regarding this IFB to the procurement Invitation for Bid No.: 30-26036DSOHF
lead through the Message Board in the Sourcing Tool. See Bids will be opened virtually: March 30, 2026 @ 1:00 PM
section 2.6 for details:
Rita Sutton
Using Agency: Longleaf Neuro-Medical Treatment Center; Commodity No. and Description: 721515 - Electrical system
O'Berry Neuro-Medical Treatment Center; Caswell services - Generator maintenance services
Developmental Center
Requisition No.: TBD
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:
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Bid Number: IFB 30-26036DSOHF Vendor: __________________________________________
VALIDITY PERIOD
Offer shall be valid for at least sixty (60) 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 - Division of State Operated Healthcare Facilities)
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Bid Number: IFB 30-26036DSOHF Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND .............................................................................................. 5
1.1 CONTRACT TERM ....................................................................................................................................... 5
2.0 GENERAL INFORMATION ...................................................................................................... 5
2.1 INVITATION FOR BID DOCUMENT ............................................................................................................. 5
2.2 E-PROCUREMENT 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 .......................................................................................................................................... 8
2.8 BID CONTENTS ........................................................................................................................................... 8
2.9 ALTERNATE BIDS ........................................................................................................................................ 9
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ..................................................................................... 9
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS ........................................................ 10
3.1 METHOD OF AWARD ............................................................................................................................... 10
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION .................................. 10
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 FINANCIAL STABILITY ............................................................................................................................... 13
4.3 HUB PARTICIPATION ................................................................................................................................ 13
4.4 VENDOR EXPERIENCE AND INFORMATION ............................................................................................. 13
4.5 REFERENCES ............................................................................................................................................. 13
4.6 BACKGROUND CHECKS ............................................................................................................................ 13
4.7 PERSONNEL .............................................................................................................................................. 13
4.8 VENDOR'S REPRESENTATIONS ................................................................................................................. 14
4.9 AGENCY INSURANCE REQUIREMENTS MODIFICATION ........................................................................... 14
4.10 VACCINATION AND INFECTION CONTROL MEASURES ............................................................................ 14
4.11 SUBCONTRACTORS .................................................................................................................................. 15
4.12 AUTHORIZED SERVICE PROVIDER ............................................................................................................ 15
4.13 SECRETARY OF STATE REGISTRATION ...................................................................................................... 15
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Bid Number: IFB 30-26036DSOHF Vendor: __________________________________________
5.0 SPECIFICATIONS AND SCOPE OF WORK............................................................................... 15
5.1 GENERAL .................................................................................................................................................. 15
5.2 EQUIPMENT LISTS .................................................................................................................................... 16
5.3 SCOPE OF SERVICES ................................................................................................................................. 19
5.4 TASKS/DELIVERABLES .............................................................................................................................. 20
5.5 CERTIFICATION AND SAFETY LABELS ....................................................................................................... 23
5.6 DEVIATIONS ............................................................................................................................................. 23
6.0 CONTRACT ADMINISTRATION ............................................................................................ 23
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ................................................................................... 24
6.2 EMERGENCY CALL BACK .......................................................................................................................... 24
6.3 INVOICES .................................................................................................................................................. 24
6.4 POST AWARD BUSINESS REVIEW MEETINGS ........................................................................................... 25
6.5 CONTINUOUS IMPROVEMENT ................................................................................................................. 25
6.6 PERIODIC STATUS REPORTS ..................................................................................................................... 25
6.7 ACCEPTANCE OF WORK ........................................................................................................................... 25
6.8 TERMINATION FOR CONVENIENCE .......................................................................................................... 26
6.9 TRANSITION ASSISTANCE ......................................................................................................................... 26
6.10 DISPUTE RESOLUTION .............................................................................................................................. 26
6.11 CONTRACT CHANGES ............................................................................................................................... 26
6.12 ATTACHMENTS ........................................................................................................................................ 26
ATTACHMENT A: PRICING FORM .................................................................................................. 27
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Bid Number: IFB 30-26036DSOHF Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The Division of State Operated Healthcare Facilities (DSOHF) is seeking to award a contract for Emergency Power Supply
System Maintenance and Repair Services, at designated facilities within the eastern region of the state as listed below. DSOHF
oversees and manages 13 state-operated healthcare facilities that treat adults and children with mental illness, developmental
disabilities, substance use disorders and neuro-medical needs. Our mission is to provide a system of high-quality care to
individuals whose complex behavioral and medical needs exceed the level of care available in the community.
The intent of this solicitation is to award an Agency Specific Term contract for the following DSOHF locations:
Caswell Developmental Center Longleaf Neuro-Medical Treatment Center
2415 West Vernon Avenue 4761 Ward Blvd
Kinston, NC 28504 Wilson, NC 27893
O'Berry Neuro-Medical Treatment Center
400 Old Smithfield Road
Goldsboro, NC 27530
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 April 23, 2026, whichever is later.
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 thirty (30) days before the end of the Contract's then-current term. In addition to
any optional renewal terms, and with the Vendor's concurrence, the State reserves the right to extend the Contract after the
last active term.
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?
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.
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Bid Number: IFB 30-26036DSOHF Vendor: __________________________________________
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 March 12, 2026
Hold Pre-Bid State March 19, 2026 - Times and Locations are noted below
Meeting/Site Visit
Submit Written Vendor March 20, 2026 by 1:00 PM
Questions
Provide Response to State March 23, 2026
Questions
Submit Bids Vendor March 30, 2026 by 1:00 PM
Microsoft Teams meeting
Join:
https://teams.microsoft.com/meet/24402007970196?p=94odnFK6vcHAQaVNf4
Meeting ID: 244 020 079 701 96
Passcode: ci2Ga7wY
Need help? | System reference
Dial in by phone
+1 984-204-1487,,666575803# United States, Raleigh
Find a local number
Phone conference ID: 666 575 803#
Join on a video conferencing device
Tenant key: ncgov@m.webex.com
Video ID: 118 241 656 1
Contract Award State TBD
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Bid Number: IFB 30-26036DSOHF Vendor: __________________________________________
2.5 SITE VISIT
Urged and Cautioned Site Visit
1. Location: Caswell Developmental Center - Engineering Office
2415 W. Vernon Avenue
Kinston, NC 28504
Date: March 19, 2026
Time: 9:00 AM
Contact: Miriam Lanier, 252-208-4275
2. Location: O'Berry Neuro-Medical Treatment Center - Conference Room 1
400 Old Smithfield Road
Goldsboro, NC 27530
Date: March 19, 2026
Time: 11:00 AM
Contact: Rita Sutton, 919-221-8880
3. Location: Longleaf Neuro-Medical Treatment Center - Spruill Conference Room
4761 Ward Blvd
Wilson, NC 27893
Date: March 19, 2026
Time: 2:00 PM
Contact: Brittany Maiquez, 252-206-2461
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. Non-mandatory site visits at various
locations mentioned above have been 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 # 30-26036DSOHF- 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
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Bid Number: IFB 30-26036DSOHF Vendor: __________________________________________
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
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 Ariba 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
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