Marching Band Travel

STATE OF NORTH CAROLINA
Western Carolina University
Invitation for Bid #: 73-IFB-00767
Marching Band Travel
Date of Issue: 03/26/2026
Bid Opening Date: 04/07/2026
At 02:00 PM ET
Direct all inquiries concerning this IFB to:
John Hamm
Purchasing Specialist
Email: Jahamm@wcu.edu
Phone: 828-227-7203

STATE OF NORTH CAROLINA
Invitation for Bid #
73-IFB-00767
______________________________________________________
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
Ver: 11/2025

Bid Number: 73-IFB-00767 Vendor: __________________________________________
STATE OF NORTH CAROLINA
Division of Western Carolina University
Refer ALL Inquiries regarding this IFB to: Invitation for Bid #:
John Hamm Bids will be publicly opened:
Purchasing Specialist https://teams.microsoft.com/meet/29176951884657?p=5Hq5rcNHqcO06YRhgD
Jahamm@wcu.edu Meeting ID: 291 769 518 846 57
828-227-7203 Passcode: wH2hp7q5
Using Agency: Commodity No. and Description:
Requisition No.:
EXECUTION
In compliance with this Invitation for Bid (IFB), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and
deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.
By executing this bid, the undersigned Vendor understands that false certification is a Class I felony and certifies that:
this bid is submitted competitively and without collusion (G.S. 143-54),
none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of
the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and
it is not an ineligible Vendor as set forth in G.S. 143-59.1.
Furthermore, by executing this bid, the undersigned certifies to the best of Vendor's knowledge and belief, that:
it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from
covered transactions by any Federal or State department or agency.
As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this
IFB, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with
more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.
As required by Executive Order 24 (2017), the undersigned Vendor certifies will comply with all Federal and State requirements concerning fair
employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of any
Contract arising from this solicitation.
G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans,
specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public
contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of this
response to the IFB, the undersigned certifies, for Vendor's entire organization and its employees or agents, that Vendor is not aware that any
such gift has been offered, accepted, or promised by any employees of your organization.
By executing this bid, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL TERMS
AND CONDITIONS incorporated herein. These documents can be accessed from the ATTACHMENTS page within this document.
Ver: 11/2023 1

Bid Number: 73-IFB-00767 Vendor: __________________________________________
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:
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 Western Carolina University
Ver: 11/2025 2

Bid Number: 73-IFB-00767 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
2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS ................................. 5
2.4 IFB SCHEDULE ...................................................................................................................... 6
2.5 BID QUESTIONS ..................................................................................................................... 6
2.6 BID SUBMITTAL ..................................................................................................................... 6
2.7 BID CONTENTS ...................................................................................................................... 7
2.8 ALTERNATE BIDS .................................................................................................................. 7
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS .................................................... 7
3.1 METHOD OF AWARD ............................................................................................................. 7
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION......... 8
3.3 BID EVALUATION PROCESS ................................................................................................ 8
3.4 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................... 9
3.5 INTERPRETATION OF TERMS AND PHRASES .................................................................... 9
4.0 REQUIREMENTS ..................................................................................................................... 9
4.1 PRICING .................................................................................................................................. 9
4.2 FINANCIAL STABILITY ........................................................................................................ 10
4.3 HUB PARTICIPATION .......................................................................................................... 10
4.4 VENDOR EXPERIENCE ........................................................................................................ 10
4.5 REFERENCES ...................................................................................................................... 10
4.6 BACKGROUND CHECKS ..................................................................................................... 10
4.7 PERSONNEL ......................................................................................................................... 12
4.8 VENDOR'S REPRESENTATIONS ........................................................................................ 13
4.9 AGENCY INSURANCE REQUIREMENTS ............................................................................ 13
4.10 SUBCONTRACTORS ............................................................................................................ 13
4.11 SECRETARY OF STATE REGISTRATION ........................................................................... 13
5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 14
5.1 SPECIFICATIONS ................................................................................................................. 14
5.2 CERTIFICATION AND SAFETY LABELS ............................................................................. 14
5.3 DEVIATIONS ......................................................................................................................... 15
Ver: 11/2025 3

Bid Number: 73-IFB-00767 Vendor: __________________________________________
6.0 CONTRACT ADMINISTRATION............................................................................................. 15
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ......................................................... 15
6.2 INVOICES .............................................................................................................................. 15
6.3 ACCEPTANCE OF WORK .................................................................................................... 16
6.4 DISPUTE RESOLUTION ....................................................................................................... 16
6.5 CONTRACT CHANGES ........................................................................................................ 16
7.0 ATTACHMENTS ..................................................................................................................... 17
ATTACHMENT A: PRICING............................................................................................................... 17
ATTACHMENT B: INSTRUCTIONS TO VENDORS .......................................................................... 17
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ................................... 17
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION .............................................. 17
ATTACHMENT E: CUSTOMER REFERENCE FORM ....................................................................... 17
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR ........................................... 18
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION ................................................... 18
Ver: 11/2025 4

Bid Number: 73-IFB-00767 Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
Western Carolina University is requesting bids for the purpose of WCU marching band travel.
The intent of this solicitation is to award an Agency Contract.
1.1 CONTRACT TERM
The Contract shall have an initial term of one (1) years, beginning on the date of final Contract execution (the "Effective Date") or
whichever is later. The Vendor shall begin work under the Contract business days of the Effective Date.
Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto.
2.0 GENERAL INFORMATION
Proposals must be submitted electronically at:
http://wcu.bonfirehub.com/opportunities
Each individual trip can be bid on. Not all trips have to be bid
on per section 3.1.
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.
2.3 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
Ver: 11/2025 5

Bid Number: 73-IFB-00767 Vendor: __________________________________________
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 03/26/2026 at 10:00 AM ET
Hold Pre-Bid Meeting/Site Visit State N/A
Submit Written Questions Vendor 04/01/2026 by 2:00 PM ET
Provide Response to Questions State 04/02/2026 by 2:00 PM ET
Submit Bids Vendor 04/07/2026 by 2:00 PM ET
Contract Award State TBA
2.5 BID QUESTIONS
Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the best bid
possible. To accommodate the Bid Questions process, Vendors shall submit any such questions by the "Submit Written Questions"
date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum.
Written questions shall be emailed to Jahamm@wcu.edu by the date and time specified above. Vendors should enter "IFB # [IFB
Number]: Questions" as the subject for the email. Question submittals should include a reference to the applicable IFB section and
be submitted in the format shown below:
Reference Vendor Question
IFB Section, Page Number Vendor question ...?
Questions received prior to the submission deadline date, the State's response, and any additional terms deemed necessary by
the State will be posted in the form of an addendum to the electronic Vendor Portal (eVP), https://evp.nc.gov, and shall become
an Addendum to this IFB. No information, instruction or advice provided orally or informally by any State personnel, whether made
in response to a 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.
2.6 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. The time and date of receipt will be marked on each bid when received. Any bid or portion thereof
received after the bid deadline will be rejected.
Proposals must be submitted electronically at:
http://wcu.bonfirehub.com/opportunities
Ver: 11/2025 6

Bid Number: 73-IFB-00767 Vendor: __________________________________________
2.7 BID CONTENTS
Vendors shall populate all attachments of this IFB that require the Vendor to provide information and include an authorized
signature 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.
Vendor IFB responses shall include the following items and attachments, which shall be arranged in the following order:
a) Cover Letter, which must include 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; and (iii) Vendor's
agreement to comply with all instructions, terms and conditions, and attachments.
b) Title Page: Include the company name, address, phone number and authorized representative along with the Bid Number.
c) Completed and signed version of all EXECUTION PAGES, along with the body of the IFB.
d) Signed receipt pages of any addenda released in conjunction with this IFB, if required to be returned.
e) Vendor's Response. [Indicate relative section references as a guide to responding to sections requiring additional responses
outside of the solicitation document. If not required, delete.]
f) Completed version of ATTACHMENT A: PRICING
g) Completed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION
h) Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM
i) Completed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR
j) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION
2.8 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. Any alternate bid, in addition to the marking described above, must be clearly marked with the
legend: "Alternate Bid #___ [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.
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS
3.1 METHOD OF AWARD
North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the
additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all
award decisions shall be in the State's best interest.
All responsive bids will be reviewed, and an award or awards will be based on the responsive bid(s) offering the lowest price that
meets the specifications provided herein, to include any required verifications set out here in such as but not limited to past
performance, references, and financial documents. .
While the intent of this IFB is to award a Contract(s) to multiple Vendors, the State reserves the right to make separate awards to
different Vendors for one or more line items, to not award one or more line items, or to cancel this IFB in its entirety without
awarding a Contract, if it is considered to be most advantageous to the State to do so.
Ver: 11/2025 7

Bid Number: 73-IFB-00767 Vendor: __________________________________________
The State reserves the right to waive any minor informality or technicality in bids received.
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION
While this IFB is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging
in conversations intended to influence the outcome of the evaluation. See the Paragraph 29 of the Instructions to Vendors entitled
COMMUNICATIONS BY VENDORS.
Each Vendor submitting a bid to this IFB, including its employees, agents, subcontractors, suppliers, subsidiaries and affiliates, is
prohibited from having any communications with any person inside or outside the using agency; issuing agency; other government
agency office or body (including the procurement lead named above, any department secretary, agency head, members of the
General Assembly and Governor's office); or private entity, if the communication refers to the content of Vendor's bid or
qualifications, the content of another Vendor's proposal, another Vendor's qualifications or ability to perform a resulting contract,
and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of
directly or indirectly influencing the evaluation of proposals, the award of a contract, or both.
Any Vendor not in compliance with this provision shall be disqualified from evaluation and award. A Vendor's proposal may be
disqualified if its subcontractor and/or supplier engage in any of the foregoing communications during the time that the
procurement is active (i.e., the issuance date of the procurement until the date of contract award or cancellation of the
procurement). Only those discussions, communications or transmittals of information authorized or initiated by the issuing agency
for this IFB or inquiries directed to the procurement lead named in this IFB regarding requirements of the IFB (prior to proposal
submission) or the status of the award (after submission) are excepted from this provision.
3.3 BID EVALUATION PROCESS
Only responsive submissions will be evaluated.
The State will conduct an evaluation of responsive Bids, as follows:
Bids will be received according to the method stated in the Bid Submittal section above.
All bids must be received by the issuing agency not later than the date and time specified in the IFB SCHEDULE Section above,
unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and
the State reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best
interest of the State.
At the date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum, the bids from each
responding Vendor will be opened publicly and all offers (except those that have been previously withdrawn, or voided bids)
will be tabulated. The tabulation shall be made public at the time it is created. When negotiations after receipt of bids is
authorized pursuant to G.S. 143-49 and 01 NCAC 05B.0503, only the names of offerors and the Goods and Services offered
shall be tabulated at the time of opening. Cost and price shall become available for public inspection at the time of the award.
Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness
and correctness and therefore may not be an exact indicator of a Vendor's pricing position.
At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to
amplify the materials presented in any part of the bid. Vendors are cautioned, however, that the evaluators are not required
to request presentations or other clarification-and often do not. Therefore, all bids should be complete and reflect the most
favorable terms available from the Vendor. Prices bid cannot be altered or modified as part of a clarification.
Bids will generally be evaluated, based on completeness, content, cost and responsibility of the Vendor to supply the
requested Goods and Services. Specific evaluation criteria are listed in Section 3.1 METHOD OF AWARD.
Ver: 11/2025 8