Carpet Cleaning Services

STATE OF NORTH CAROLINA
University of North Carolina at Charlotte
Invitation for Bids # 66-26069TS
Carpet Cleaning Services
Date Issued: Thursday, April 9, 2026
Bid Opening Date: Thursday, May 7, 2026
At 2:00 PM ET
Direct all inquiries concerning this IFB to:
Trever Swint
Assistant Director of Purchasing
Email: wswint@charlotte.edu

STATE OF NORTH CAROLINA
University of North Carolina at Charlotte
Invitation for Bids #
66-26069TS
______________________________________________________
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, redacted, 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 shall be sufficient cause to reject your bid.
___________________________________________________
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?returnUrl=%2F
Electronic responses ONLY via eVP will be accepted for this solicitation.

STATE OF NORTH CAROLINA
University of North Carolina at Charlotte
Refer ALL Inquiries regarding this IFB to: Invitation for Bid # 66-26069TS
Trever Swint Bids will accepted until: Thursday, May 7, 2026 at 2:00 PM ET
Wswint@charlotte.edu
EXECUTION
In compliance with this Invitation for Bids (IFB), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish
and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.
By executing this bid, the undersigned Vendor understands that false certification is a Class I felony and certifies that:
this bid is submitted competitively and without collusion (G.S. 143-54),
that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter
78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and
it is not an ineligible Vendor as set forth in G.S. 143-59.1.
Furthermore, by executing this bid, the undersigned certifies to the best of Vendor's knowledge and belief, that:
it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded
from covered transactions by any Federal or State department or agency.
As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result
of this IFB, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer
with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.
As required by Executive Order 24 (2017), the undersigned vendor certifies will comply with all Federal and State requirements concerning
fair employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of
any Contract arising from this solicitation.
G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans,
specifications, estimates for public Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public
Contract of any gift from anyone with a Contract with the State, or from any person seeking to do business with the State. By execution of
this bid response to the IFB, the undersigned certifies, for Vendor's entire organization and its employees or agents, that Vendor are not
aware that any such gift has been offered, accepted, or promised by any employees or agents of Vendor's organization.
By executing this bid, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL
TERMS AND CONDITIONS incorporated 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 CANNOT and will NOT be accepted.
COMPLETE/FORMAL NAME OF VENDOR:
STREET ADDRESS: P.O. BOX:
CITY, STATE & ZIP: TELEPHONE NUMBER:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):
NAME OF PERSON SIGNING ON BEHALF OF VENDOR: TITLE
VENDOR'S AUTHORIZED SIGNATURE: DATE: E-MAIL:
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Bid Number: 66-26069TS 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. Any withdrawal of this offer shall be made in writing,
effective upon receipt by the agency issuing this IFB.
BID ACCEPTANCE
If your bid is accepted, all provisions of this IFB, along with the written results of any negotiations, shall constitute
the written agreement between the parties ("Contract"). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS
are incorporated herein and shall apply. Depending upon the Goods or Services being offered, other terms and
conditions may apply, as mutually agreed.
FOR STATE USE ONLY: Offer accepted and Contract awarded this ____ day of _______________, 2026, as indicated
on the attached certification, by ______________________________________________________
(Authorized Representative of UNC Charlotte)
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Bid Number: 66-26069TS Vendor: ____________________________________
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 ................................................................................................................ 5
2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS ................................ 5
2.4 IFB SCHEDULE ..................................................................................................................... 6
2.5 SITE VISIT ............................................................................................................................. 6
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 ............................................................ 8
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 CONTRACTOR EXPERIENCE & QUALIFICATION CRITERIA ............................................ 11
4.3 ESTIMATED CLEANING PROJECTS .................................................................................. 12
4.4 DEMONSTRATION .............................................................................................................. 12
4.5 HUB PARTICIPATION .......................................................................................................... 12
4.6 REFERENCES ..................................................................................................................... 13
4.7 VENDOR'S REPRESENTATIONS ....................................................................................... 13
4.8 FINANCIAL STABILITY ........................................................................................................ 13
4.9 AGENCY INSURANCE REQUIREMENTS ........................................................................... 13
4.10 SUBCONTRACTORS .......................................................................................................... 13
4.11 SECRETARY OF STATE REGISTRATION ............................................................................ 14
4.12 SUSTAINIBILITY EFFORTS ................................................................................................... 14
5.0 PRODUCT SPECIFICATIONS ............................................................................................. 14
SPECIFICATIONS ................................................................................................................ 14
6.0 CONTRACT ADMINISTRATION .......................................................................................... 15
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ......................................................... 15
6.2 POST AWARD PROJECT REVIEW MEETINGS .................................................................. 16
6.3 CONTINUOUS IMPROVEMENT .......................................................................................... 16
6.4 PERIODIC WEEKLY STATUS REPORTS ........................................................................... 16
6.5 ACCEPTANCE OF WORK ................................................................................................... 16
6.6 INVOICES ............................................................................................................................ 17
6.7 DISPUTE RESOLUTION ...................................................................................................... 17
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Bid Number: 66-26069TS Vendor: ____________________________________
6.8 PRICE ADJUSTMENTS ....................................................................................................... 17
6.9 CONTRACT CHANGES ....................................................................................................... 17
7.0 ATTACHMENTS .................................................................................................................. 18
ATTACHMENT A: PRICING.................................................................................................................. 18
ATTACHMENT B: INSTRUCTIONS TO VENDORS ............................................................................. 18
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ...................................... 18
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION ................................................. 18
ATTACHMENT E: CUSTOMER REFERENCE FORM .......................................................................... 18
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR .............................................. 18
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION ...................................................... 18
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Bid Number: 66-26069TS Vendor: ____________________________________
1.0 PURPOSE AND BACKGROUND
The intent of this solicitation is to invite qualified service providers to submit bids for carpet cleaning services as
needed throughout our on-campus residential facilities. The objective of this solicitation is to establish a
convenience contract with a vendor that can successfully complete the carpet cleaning assignments as described
in a timely and efficient manner to the satisfaction of the Housing & Residence Life management's expectations.
1.1 CONTRACT TERM
The Contract shall have an initial term of beginning on June 1, 2026 (the "Effective Date") and extending through
February 28, 2027.
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 four (4) additional one-year terms. The State will give the Vendor written
notice of its intent to exercise each option before the end of the Contract's then-current term. In addition, the
State reserves the right to extend a contract term after the last active term.
Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto.
2.0 GENERAL INFORMATION
2.1 INVITATION FOR BID DOCUMENT
The IFB is comprised of the base IFB document, any attachments, and any addenda released before Contract award,
which are incorporated herein by reference.
2.2 E-PROCUREMENT
ATTENTION: NC E-Procurement does NOT apply to this solicitation and the paragraph entitled ELECTRONIC
PROCUREMENT of the North Carolina General Terms and Conditions does NOT apply.
2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions to Vendors, the North Carolina General Terms and
Conditions, all relevant exhibits and attachments, and any other components made a part of this IFB and comply
with all requirements and specifications herein. Vendors also are responsible for obtaining and complying with all
Addenda and other changes that may be issued in connection with this IFB.
If Vendors have questions or issues, or exceptions regarding any component within this IFB, those must be
submitted as questions in accordance with the instructions in the BID QUESTIONS Section. If the State determines
that any changes will be made as a result of the questions asked, then such decisions will be communicated in the
form of an IFB addendum. The State may also elect to leave open the possibility for later negotiation of specific
provisions of the Contract that have been addressed during the question-and-answer period, prior to contact award.
Other than through this process or 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. 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
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Bid Number: 66-26069TS Vendor: ____________________________________
purposely or inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon
through 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 non-
responsive.
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 Thursday, April 9, 2026
Hold Pre-Bid Site Visit State Tuesday, April 21, 2026 at 10:00 AM ET
Submit Written Questions Vendor Friday, April 24, 2026 at 3:00 PM ET
Provide Responses to Questions State Wednesday, April 29, 2026
Submit Bids Vendor Thursday, May 7, 2026 at 2:00 PM ET
Contract Award State TBD
Contract Effective Date State Monday, June 1, 2026
2.5 SITE VISIT
Mandatory Site Visit
Date: April 21, 2026
Time: 10:00 AM Eastern Time
Location: 8925 Johnson Alumni Way
Housing & Residence Life Building (0029)
Charlotte, NC 28223
Contact #: 704-687-1931
https://maps.charlotte.edu/#/?nav=PlDbs&ctr=35.30226394732369,-
80.73375645139264&z=17&blnd=t,cc-parking,cc-amenities&pop=539BD9F0-BFCA-4EC2-A578-1E581A738F77
PARKING: The closest Visitor Parking Deck is Cone Deck 2 located at 8921 University Rd. Charlotte NC 28223
WALKING DIRECTIONS:
From the Cone Parking Deck to the HRL Building: https://maps.app.goo.gl/hHhnaTLRCdLzptpB6
Instructions: It shall be MANDATORY that each Vendor representative be present for a pre-bid site visit . Attendees
must meet promptly. A campus map is available at https://facilities.charlotte.edu/our-services/maps/printable-
campus-maps and Vendors are strongly encouraged to arrive early because parking on campus is difficult to obtain.
All attendees must sign in upon arrival and clearly indicate each prospective Vendor represented on the sign in
sheet. LATE ARRIVALS WILL NOT BE ALLOWED TO SIGN IN, PARTICIPATE IN THE SITE VISIT NOR SHALL THEIR BID BE
CONSIDERED. Once the sign-in process is complete, all other persons wishing to attend may do so to the extent that
space and circumstances allow.
The purpose of this visit is for all prospective Vendors to apprise themselves with the conditions and requirements
which will affect the performance of the work called for by this IFB. Vendors shall stay for the duration of the site
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Bid Number: 66-26069TS Vendor: ____________________________________
visit. No allowances will be made for unreported conditions that a prudent Vendor would recognize as affecting the
work called for or implied by 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 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 e-mailed to wswint@charlotte.edu by the date and time specified above. Vendors will
enter "IFB # 66-26069TS: Questions" as the subject for the email. Question submittals will include a reference to
the applicable IFB section.
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 question or otherwise in connection with this
IFB, shall be considered authoritative or binding. Vendors shall rely only on written material contained in an
Addendum to this IFB.
2.7 BID SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk of late submission due to
unintended or unanticipated delay, or technical issue. It is the Vendor's sole responsibility to ensure its bid has been
received via the eVP as described in this IFB by the specified time and date of opening. The date and time of receipt
will be electronically time stamped by the system when received. Any bid or portion thereof received or attempted
to be submitted after the bid submission deadline will be rejected.
All bids shall be submitted electronically via the electronic Vendor Portal (eVP). Additional information can be found
at the eVP updates for Vendors link: https://eprocurement.nc.gov/news-events/evp-updates-vendors. Bids will
ONLY be accepted through the eVP and will NOT be accepted in any other format, including, but not limited to,
email, facsimile, USPS, or courier. Attempts to submit a bid via mail, courier, facsimile (FAX) machine, telephone
or email in response to this IFB shall NOT be accepted.
Failure to submit a bid in strict accordance with these instructions shall constitute sufficient cause to reject a
Vendor's bid(s). Vendors are strongly encouraged to allow sufficient time to upload bids.
Critical updated information may be included in Addenda to this IFB. It is important that all Vendors responding to
this IFB periodically check the State's eVP website for any Addenda that may be issued prior to the bid opening
date. All Vendors shall be deemed to have read and understood all information in this IFB and all Addenda thereto.
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Bid Number: 66-26069TS Vendor: ____________________________________
2.8 BID CONTENTS
Vendors shall populate all attachments of this IFB that require the Vendor to provide information and include an
authorized signature where required. 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
Vendor IFB responses shall include the following items and attachments:
a) Cover Letter, which must contain all of the following; (i) a statement that confirms that the Vendor has read
the IFB in its entirety, including all links, and all Addenda released in conjunction with the IFB; (ii) a statement
that the Vendor agrees to perform in accordance with the scope of work, requirements, and specifications
contained herein; (iii) Vendor's agreement to comply with all instructions, terms and conditions, and
attachments; and (iv) contact information for Vendor's representative responsible for this IFB.
b) Completed and signed version of EXECUTION PAGES, and completed version of any pages requiring vendor
input.
c) Signed receipt pages of any addenda released in conjunction with this IFB, if required to be returned.
d) Completed version of ATTACHMENT A: PRICING
e) Completed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION
f) Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM
g) Completed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR
h) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION
i) A list of any proposed sub-contractors
j) Summary of company background, financial stability, and experience. Please refer to Section 4.0
REQUIREMENTS for a summary of details to include in your response to satisfy this requirement.
k) Detailed outline of cleaning methods/plan including a complete list of cleaning products used with MSDS,
equipment list, etc.
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 bids must specifically identify the IFB
requirements and advantage(s) addressed by the alternate bid. Any alternate bid, in addition to the marking
described above, must be clearly marked with the legend: "Alternate Bid # 66-26069TS [for 'name of Vendor']".
Each bid must be for a specific set of Goods and Services and must include specific pricing. If a Vendor chooses to
respond with various offerings, each must be offered with a separate price and be contained in a separate bid. Each
bid must be complete and independent of other bids offered.
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS
Relevant definitions for this IFB are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors referenced
below which are incorporated herein by this reference.
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