30-26207-DPH Cooler Industrial Control Panel (ICP) Replacement

Location:	North Carolina
Posted:	Mar 12, 2026
Due:	Mar 31, 2026
Agency:	State Government of North Carolina
Type of Government:	State & Local
Category:	16 - Aircraft Components and Accessories 58 - Communications, Detection and Coherent Radiation Equipment
Solicitation No:	Doc2067350253
Publication URL:	To access bid details, please log in.

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STATE OF NORTH CAROLINA

DEPARTMENT OF HEALTH AND HUMAN SERVICES

Office of Procurement, Contracts and Grants

INVITATION FOR BIDS NO. 30-26207-DPH

Offers will be publicly opened: March 31, 2026

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More info

Refer ALL inquiries regarding this IFB to:

Katrina Smith

Katrina.Smith@dhhs.nc.gov

919-855-4085

See page 2 for mailing instructions.

Issue Date: March 12, 2026

Commodity Number: 391215

Description: Autopsy Cooler Panels Replacement

Using Agency: DPH - Office of the Chief Medical

Examiner

Requisition No.: RQ232309

OFFER AND ACCEPTANCE

The State seeks offers for the goods and/or related services described in this solicitation. The State’s acceptance of any

offer must be demonstrated by execution of the acceptance found below and any subsequent Request for Best and Final

Offer, if issued. Acceptance shall create a contract having an order of precedence as follows: In cases of conflict between

documents comprising the contract, the order of precedence shall be (1) Best and Final Offers, if any, (2) special terms and

conditions specific to this IFB, (3) specifications, (4) Department of Information Technology Terms and Conditions of this

IFB, and (5) the agreed portions of the awarded Vendor’s offer. No contract shall be binding on the State until an

encumbrance of funds has been made for payment of the sums due under the contract.

EXECUTION

In compliance with this Invitation for Bid, and subject to all the conditions herein, the undersigned offers and agrees to

furnish any or all Services or goods upon which prices are offered, at the price(s) offered herein, within the time specified

herein. By executing this offer, I certify that this offer is submitted competitively and without collusion.

Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not acceptable.

OFFEROR:

STREET ADDRESS:

P.O. BOX:

ZIP:

CITY, STATE & ZIP:

TELEPHONE

NUMBER:

TOLL FREE

TEL. NO

PRINT NAME & TITLE OF PERSON SIGNING:

FAX NUMBER:

AUTHORIZED SIGNATURE:

DATE:

E-MAIL:

Offer valid for sixty (60), days from date of offer opening unless otherwise stated here: ____ days

IFB Number: 30-26207-DPH

ACCEPTANCE OF OFFER

If any or all parts of this IFB are accepted, an authorized representative of Department of Health and Human Services shall

affix their signature hereto. A copy of this acceptance will be forwarded to the successful vendor(s).

FOR STATE USE ONLY

Offer accepted and contract awarded this ______ day of _____________________, 20____, as indicated on attached

certification,

by _____________________________________________ (Authorized representative of DHHS-DPH).

Page 2 of 31

Version August 26, 2025

IFB Number: 30-26207-DPH

TABLE OF CONTENTS

1.0 INTENT, USE, DURATION AND SCOPE.................................................................................................................. 4

2.0 GENERAL INFORMATION........................................................................................................................................ 4

2.1. SITE VISIT ................................................................................................................................................................... 4

2.2. VENDOR QUESTIONS ............................................................................................................................................... 4

2.3. ADDENDA ................................................................................................................................................................... 5

2.4. OFFER SUBMITTAL ................................................................................................................................................... 5

2.5. BASIS FOR REJECTION ............................................................................................................................................ 6

2.6. LATE OFFERS ............................................................................................................................................................ 6

2.7. NON-RESPONSIVE OFFERS..................................................................................................................................... 6

2.8. NOTICE TO VENDORS .............................................................................................................................................. 6

2.9. E-PROCUREMENT SOLICITATION ........................................................................................................................... 6

2.10. DISTRIBUTORS AND RESELLERS ......................................................................................................................... 7

2.11. POSSESSION AND REVIEW ................................................................................................................................... 7

2.12. BEST AND FINAL OFFERS (BAFO)......................................................................................................................... 7

2.13. AWARD...................................................................................................................................................................... 7

2.14. POINTS OF CONTACT ............................................................................................................................................. 8

3.0 SPECIFICATIONS ..................................................................................................................................................... 8

3.1. VENDOR STANDARD AGREEMENT(S) .................................................................................................................... 8

3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S. – DISCLOSURE STATEMENT ......................................... 8

3.3. E-VERIFY ................................................................................................................................................................. 10

3.4. PRODUCT MAKE AND MODEL ............................................................................................................................... 10

3.5. DESCRIPTIVE LITERATURE .................................................................................................................................. 10

3.6 SECURITY SPECIFICATIONS................................................................................................................................... 10

3.7 ENTERPRISE ARCHITECTURE SPECIFICATIONS ............................................................................................... 11

3.8. PRODUCT RECALL ................................................................................................................................................. 11

3.9. WARRANTY .............................................................................................................................................................. 11

3.10. CONTRACT TERM.................................................................................................................................................. 12

3.11. DELIVERY ............................................................................................................................................................... 12

3.12 SPECIFICATIONS .................................................................................................................................................... 12

4.0 FURNISH AND DELIVER ........................................................................................................................................ 15

5.0 ADDITIONAL INFORMATION ................................................................................................................................. 16

5.1. HISTORICALLY UNDERUTILIZED BUSINESSES................................................................................................... 16

5.2. RECYCLED CONTENT ............................................................................................................................................. 16

5.3. ENERGY STAR PRODUCTS.................................................................................................................................... 16

6.0 DEPARTMENT OF INFORMATION TECHNOLOGY INSTRUCTIONS TO VENDORS......................................... 17

7.0 DEPARTMENT OF INFORMATION TECHNOLOGY TERMS AND CONDITIONS................................................ 19

Page 3 of 31

Version August 26, 2025

IFB Number: 30-26207-DPH

1.0 INTENT, USE, DURATION AND SCOPE

PURPOSE: The State of North Carolina Department of Health and Human Services (hereinafter referred

to as the DEPARTMENT) has issued this Invitation for Bid (IFB) to obtain fair, reasonable, and acceptable

pricing for the acquisition of the replacement of two custom-built cooler control panels located in the

autopsy suite of the Division of Public Health, Office of the Chief Medical Examiner (OCME). These

panels are part of a non-standard IDEC-based PLC/HMI system that has been in service for several

years. The replacement is necessary to improve reliability, reduce maintenance complexity, and add

remote monitoring capabilities.

BACKGROUND: The existing cooler control panels in the OCME autopsy suite were installed when the

OCME building was originally built and has been in service for more than 10 years. The panels are

custom-built around an IDEC PLC and HMI platform that is now non-standard. The system requires

frequent maintenance and has accumulated significant wear and obsolescence over its service life. The

panels directly control refrigeration equipment used to store decedents, making continuous and reliable

operation essential.

The intent of this solicitation is to award an Agency Contract.

2.0 GENERAL INFORMATION

2.1. SITE VISIT

Urged and Cautioned Site Visit

Date :

Time:

March 19, 2026

2:00 PM Eastern Time

Instructions: Prospective Vendors and/or Vendor representatives are URGED and CAUTIONED

to visit the site of the project and apprise themselves of all conditions; which will affect the

performance of the work required or reasonable implied by this IFB. A non-mandatory site visit is

scheduled for March 19, 2026 at 2:00 PM ET at 4321 District Drive, Room 1205, Raleigh, NC

27607. All attendees must sign in. This opportunity to visit the site may not be rescheduled unless

so authorized by addendum to this IFB. Submission of an offer shall constitute sufficient evidence

of this compliance and no allowance will be made for unreported conditions; which a prudent Vendor

would recognize as affecting this performance of the work called for in this IFB.

Vendors are 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 offer. Attendees may take measurements and photographs.

Attendees are requested to email their intention to attend the site visit to Matthew Ciampa at

matthew.ciampa@dhhs.nc.gov, at least twenty-four hours prior to site visit date and indicate

the names and email addresses of all attendees.

2.2. VENDOR QUESTIONS

All inquiries regarding the solicitation specifications or requirements are to be addressed to the

contact person listed on Page One of this solicitation. Vendor contact regarding this Solicitation with

anyone other than the contact person listed on Page One of this Solicitation may be grounds for

rejection of said Vendor’s offer.

Page 4 of 31

Version August 26, 2025

IFB Number: 30-26207-DPH

Written questions concerning this Solicitation will be received until March 20, 2026 at 2:00 pm

Eastern Time. They must be submitted to the contact person listed on Page One of this Solicitation

via Katrina.Smith@dhhs.nc.gov Please enter “Questions Solicitation 30-26207-DPH” as the subject

for the message. Questions should be submitted in the following format:

REFERENCE

IFB Section,

Page Number

VENDOR QUESTION

2.3. ADDENDA

The State may issue addenda if Vendor questions are permitted as described above, or if additional

terms, specifications, or other changes are necessary for this procurement. It is important that all

Vendors bidding on this IFB periodically check the NC eVP for any and all Addenda that may be

issued prior to the offer opening date. All addenda shall become an Addendum to this IFB.

2.4. OFFER SUBMITTAL

Due Date:

Time:

March 31, 2026

2:00 PM Eastern Time

IMPORTANT NOTE: Vendor shall bear the risk for late submission due to unintended or

unanticipated delay—whether submitted electronically, delivered by hand, U.S. Postal Service,

courier or other delivery service. Vendor must include all the pages of this solicitation in their

response. It is the Vendor’s sole responsibility to ensure its offer has been delivered to this Office

by the specified time and date of opening. Any proposal delivered after the proposal deadline will be

rejected.

Sealed offers, subject to the conditions made a part hereof, will be received until 2:00pm Eastern

Time on the day of opening and then opened, for furnishing and delivering the commodity as

described herein. Offers must be submitted via the Ariba Sourcing Module with the Execution page

signed and dated by an official authorized to bind the Vendor’s firm. Failure to return a signed offer

shall result in disqualification.

Attempts to submit a proposal via facsimile (FAX) machine, telephone or email in response

to this IFB shall NOT be accepted and will automatically be deemed Non-Responsive.

a) Submit one (1) signed, original electronic offer through the Ariba Sourcing Module.

b) The Ariba Sourcing Module document number is: WS2067350232

c) All File names should start with the vendor’s name first, in order to easily determine all the files to

be included as part of the vendor’s response. For example, files should be named as follows:

Vendor Name-your file name.

d) File contents SHALL NOT be password protected, the file formats must be in .PDF, .JPEG, .DOC

or .XLS format, and shall be capable of being copied to other sources. Inability by the State to open

the Vendor’s files may result in the Vendor’s offer(s) being rejected as Non-Responsive.

e) If the vendor’s proposal contains any confidential information (as defined in 7.0 NCDIT Terms and

Conditions, Paragraph #18), then the vendor must provide one (1) signed, original electronic offer

and one (1) redacted electronic copy.

For Vendor training on how to use the Ariba 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

Page 5 of 31

Version August 26, 2025

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Solicitation Number:	Doc2067350253
Project Title:	30-26207-DPH Cooler Industrial Control Panel (ICP) Replacement
Description:	30-26207-DPH Cooler Industrial Control Panel (ICP) Replacement
Opening Date:	3/31/2026 2:00 PM
Posted Date:	3/12/2026
Status:	Open
Department:	DEPARTMENT OF HEALTH AND HUMAN SERVICES - DHHS


Solicitation Number * Doc2067350253	Department DEPARTMENT OF HEALTH AND HUMAN SERVICES - DHHS	Status Reason Open
Opening Date 2026-03-31T14:00:00.0000000	Posted Date * 2026-03-12T14:13:14.0000000Z	Primary Commodity Code Electrical controls and accessories
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * Select RFP IFB RFI
Owner Katrina Smith
Description 30-26207-DPH Cooler Industrial Control Panel (ICP) Replacement

30-26207-DPH Cooler Industrial Control Panel (ICP) Replacement

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See also