Transportation - Division of Highways

STATE OF NORTH CAROLINA
Department of Administration
State Property Office - Leasing Section
Request for Proposal (RFP) #: 92-938
North Carolina Department of Transportation
Date Issued: May 11,2026
Proposal Closing Date: May 29,2026
At 4:00 PM ET
Direct all inquiries concerning this RFP to:
Agency Contact Shellbi Chapman,
DOT Real Property Manager, Facilities Management Division
(919) 707-4859
schapman5@ncdot.gov
FORM PO-27 Lease Specifications (2023) NC-eProcurement (eVP)version 001 Page i

NOTICE TO PROPOSERS
1. READ, REVIEW AND COMPLY: It shall be the Proposer's responsibility to read this entire document, review all
enclosures and attachments, and any addenda thereto, and comply with all requirements specified herein,
regardless of whether appearing in these Instructions to Proposers or elsewhere in this RFP document.
2. PROPOSAL SUBMITTAL
All proposals shall be submitted electronically via the North Carolina eProcurement Electronic Vendor
Portal (eVP) website. For additional information, the eProcurement Vendor Training page includes online training
videos and a link to Viewing and Responding to Solicitations in eVP.
There is No Fee for lease proposal submittal through North Carolina eProcurement Electronic Vendor
Portal (eVP) .
Failure to submit a proposal in strict accordance with these instructions may constitute sufficient cause to reject a
vendor's proposal(s).
3. CRITICAL UPDATED INFORMATION: This RFP may be updated to include critical information in an Addenda. It
is important that all Proposers proposing on this RFP periodically check the State's IPS website for any Addenda
that may be issued prior to the proposal opening date. All Vendors shall be deemed to have read and understood
all information in this RFP and all Addenda thereto.
4. LATE PROPOSALS: It shall be the Proposer's sole responsibility to ensure the timely delivery of proposals at the
designated office by the designated time.
5. ACCEPTANCE AND REJECTION: The State reserves the right to reject any and all proposals, to waive any
informality in proposals and, unless otherwise specified by the Proposer, to accept any item in the proposal.
6. CERTIFICATE TO TRANSACT BUSINESS IN NORTH CAROLINA: As a condition of lease award, each
Proposer that is a corporation, limited-liability company or limited-liability partnership shall have, and shall maintain
throughout the term of The Lease, Registration to Transact Business in North Carolina from the North Carolina
Secretary of State, as required by North Carolina law.
7. PROPOSER REGISTRATION AND SOLICITATION NOTIFICATION SYSTEM: The North Carolina
eProcurement electronic Vendor Portal (eVP) allows Proposers to electronically register free with the State to
receive electronic notification of current procurement opportunities for goods and Services of potential interests to
them available on the Interactive Purchasing System, as well as notifications of status changes to those
solicitations. Online registration and other purchasing information is available at the following website:
https://evp.nc.gov/.
Note: Be aware that vendor data may expire every 30 days when using the NC electronic Vendor
Portal, so allow adequate time when attempting to respond to time-sensitive deadlines.
FORM PO-27 Lease Specifications (2023) NC-eProcurement (eVP)version 001 Page ii

NOTE TO PROPOSER
ELECTRONIC RESPONSES ONLY WILL BE ACCEPTED FOR THIS SOLICITATION
IN ORDER TO BE CONSIDERED, YOUR PROPOSAL SHALL BE SUBMITTED IN STRICT ACCORDANCE
WITH THESE INSTRUCTIONS PRIOR TO THE ADVERTISED CUT-OFF TIME.
BY 4:00 PM, May 29, 2026
ALL PROPOSALS SHALL BE SUBMITTED ELECTRONICALLY VIA THE NORTH CAROLINA
EPROCUREMENT ELECTRONIC VENDOR PORTAL (eVP)
For additional information, the NC eProcurement Vendor Training https//:eprocurement.nc.gov/training/vendor-
training page includes online training videos and a link to Viewing and Responding to Solicitations in eVP. eVP has a
file size limitation of 24MB. If the proposal exceeds 24MB, the proposal or space plans should be split into multiple
files. Proposers are to use the following naming standard when submitting proposals:
[PROPOSAL NUMBER]_[PROPOSER NAME]_[MthDayYr] (ex. SPO-92-501_ACME-LLC_070120)
NOTE: Failure to submit a proposal in strict accordance with these instructions may constitute
sufficient cause to reject the vendor's proposal(s).
PROPOSALS MAILED, E-MAILED OR HAND DELIVERED TO THE DEPARTMENT OF
ADMINISTRATION BUILDING MAY NOT BE ACCEPTED.
Following the selection of any proposal and its placement on the Council of State Agenda by the State Property
Office, there shall be no further negotiations with those who presented proposals which were not selected for the Agenda.
SPECIAL NOTE:
In accordance with the North Carolina Administrative Code (Title I North Carolina Administrative Code,
Chapter 6B.0212) a proposer's meeting will be required following the cut-off date for receiving proposals for leases with
rental exceeding $150,000 annually (including renewal options). A proposer's meeting might not be required if initial
proposal(s) are less than $150,000 in annual rent. After the original proposals are received and site visits made the
proposer's meeting will be conducted by the State Property Office at a time and place to be announced by the State
Property Office. At this meeting the selected proposers will submit their lowest price proposal.
IN LIEU OF THE PROPOSER OR ITS AGENT BEING PRESENT AT THE PROPOSER'S MEETING,
PROPOSER MUST SUBMIT THE FINAL PRICE PROPOSAL TO THE STATE PROPERTY OFFICE
AGENT OR TO THE PHYSICAL LOCATION OF THE MEETING BEFORE THE COMMENCEMENT OF
THE PROPOSERS MEETING. IT IS THE PROPOSER'S RESPONSIBILITY TO ENSURE THE FINAL
PRICE PROPOSAL IS RECEIVED BY THE STATE PROPERTY OFFICE AGENT BEFORE
COMMENCMENT OF THE PROPOSER'S MEETING.
(Due to the health risks associated with COVID-19, The Proposer's meeting MAY be held virtually. Instructions for the
meeting will be provided under separate cover.)
Annual per square foot rental rates which include indeterminable percentage increases(s), such as uncapped
consumer price index increases, etc. shall not be accepted during either the initial term or the renewal period.
Pursuant to Articles 3 and 3C, Chapter 143 of the North Carolina General Statutes and Executive Order No. 25,
the State invites and encourages participation in this procurement by Historically Underutilized Businesses
(HUBs) consisting of minority, women and disabled business firms that are at least fifty-one percent owned and
operated by individual(s) of the aforementioned categories. Also included in this category are disabled business
enterprises and non-profit work centers for the blind and severely disabled.
The State of North Carolina encourages the submission of proposals covering "green buildings". Components
such as site, enclosures, infrastructure, contents and materials in "green building" result in reduced costs in operation,
energy, maintenance and insurance as well as could improve employee motivation and productivity.
Pursuant to North Carolina General Statute 146.25-1, the Department of Administration may give preference to lease
proposals involving buildings identified by the North Carolina Historical Commission as having historic, architectural
or cultural significance.
Pursuant to North Carolina General Statute 146.25-1(b), the Department of Administration may negotiate on
relevant factors that represent the best interest of the State. Relevant factors may include, but are not limited to,
timeliness of delivery of the proposed space, maintenance, upkeep and condition of the proposed space and prior
performance of the proposer.
FORM PO-27 Lease Specifications (2023) NC-eProcurement (eVP)- version 001 Page 1

SPECIFICATIONS FOR SPACE TO BE LEASED TO THE STATE OF NORTH CAROLINA
North Carolina Department of Adult Correction
I. GENERAL
A. Approximately net usable square feet required are + 53,963 Square Feet.
NOTE: Net usable space is a term meaning the area to be leased for occupancy by State
personnel and/or equipment.
To determine net usable space:
1. Compute the inside area of the space by measuring from the normal inside finish of
exterior walls or the room side finish of fixed corridor and shaft walls, or the center of tenant
separating partitions.
2. Deduct from the inside area the following:
*a. Toilets and lounges
*b. Entrance and elevator lobbies
*c. Corridors
d. Stairwells
e. Elevators and escalator shafts
f. Building equipment and service areas
g. Stacks, shafts, and interior columns
h. other space not usable for State purposes
*Deduct if space is not for exclusive use by the State. Multiple State leases require a,
b, & c to be deducted. State Property may make adjustments for areas deemed
excessive for State use.
B. Space on multiple floors if necessary. Floors to be adjacent.
C. All offers shall be submitted in such a manner that the annual per square foot rental rate for
each type of space offered, i. e. office, warehouse, and special purpose, can be properly
identified. See Form PO-28. (6A & B)
D. CUT-OFF DATE FOR RECEIVING PROPOSALS IS 4:00 PM, May 29, 2026 IN THE eVP
SYSTEM.
II. LOCATION: In Garner, NC. The location should be situated within a 1 mile radius of Auburn
Knightdale Rd and Business Highway 70 in Garner, NC, Wake County preferred.
III. The following paragraph shall be incorporated into the Lease Document.
Availability of Funds Clause - The parties to this lease agree and understand that the continuation of
this lease agreement for the term period set forth herein, or any extension or renewal thereof, is
dependent upon and subject to the appropriation, allocation or availability of funds for this purpose to
the agency of the Lessee responsible for payment of said rental. The parties to this lease also agree
that in the event the agency of the Lessee or that body responsible for the appropriations of said funds,
in its sole discretion, determines, in view of its total local office operations that available funding for
the payment of rents are insufficient to continue the operation of its local offices on the premises leased
herein, it may choose to terminate the lease agreement set forth herein by giving Lessor written notice
of said termination, and the lease agreement shall terminate immediately without any further liability
to Lessee.
FORM PO-27 Lease Specifications (2023) NC-eProcurement (eVP)- version 001 Page 2

IV. ARRANGEMENT OF SPACE
The attached space analysis will indicate the number of rooms and areas required and contain the
preferred sizes. The proposer shall provide at his expense all necessary partitions, doors, etc. to make
the space acceptable for State use. This is mandatory for all new construction and relocation
proposals. Lessor should include a to scale floor plan showing proposed layout and the Proposal to
Lease Form (PO-28). If new construction is proposed by proposer, general specifications, including
elevations upon request, should be submitted with the Proposal to Lease Form (PO-28) and a to scale
floor plan should be provided.
SEE PAGE _11__ OF _11___ FOR SPACE GUIDELINE OF ARRANGEMENT OF SPACE.
Other: Adequate and convenient toilet facilities are to be provided including tissue holders, towel
dispensers, coat hooks, mirrors, and trash cans. Toilet facilities shall be handicapped accessible
and shall be in compliance with the North Carolina State Building Code and the 2010 ADA
Standards for Accessible Design.
V. THE DATE OF POSSESSION AND LEASE TERM:
A. Possession of space required by April 1, 2027 or as soon thereafter as possible.
B. The initial term of the lease will be for 5 years with renewal options desired.
C. At the option of the State Property Office, proposer may be required to own the proposed site
within thirty (30) days of Council of State approval, or a date approved by State Property
Office, or the proposal may be disqualified.
D. Construction shall begin within six (6) months from Council of State approval unless otherwise
authorized by the State Property Office.
VI. ELECTRICAL, TELEPHONE, MAIN SERVICE OUTLETS
A. A minimum of 800 120 Volt duplex electrical outlets are required. Unless otherwise approved
by the State:
1. All private offices shall have a minimum of (3) duplex receptacles.
2. Electrical service shall support a minimum of (3) duplex receptacles per partial height
modular workstation or per person in an open office environment. Service shall be
provided by lessor via overhead or under floor distribution system utilizing power poles or
other suitable facilities to accommodate the electrical needs of the agency. All
connections to the building electrical service shall be by the Lessor.
3. Each Kitchenette or Break Area shall be provided with sufficient electrical circuitry to
accommodate a refrigerator, microwave oven, coffee maker and vending machine.
Separate circuits are required for this area.
4. (1) Duplex receptacle shall be provided for every 50 linear feet of corridor.
5. (1) Dedicated 20-amp 110-volt circuit with isolated grounds are required in the LAN
room. Outlets to be installed 36" from the floor. If more than one LAN room, the
requirements above are required for each LAN room.
6. Separate isolated ground circuit for water fountains.
7. (6) dedicated 110-volt electrical circuits with isolated grounds are required.
8. Outlets to be installed no lower than 18 inches (18") from the floor.
B. A minimum of 370 telecommunication outlet boxes is required.
Lessor shall provide all conduit and pull strings from above ceiling to outlet boxes. State to
install wiring and cover plates.
C. A 4' x 8' x 34 thick sheet of fire-retardant plywood shall be installed on a wall in the
telecommunications wiring area to serve as a backboard for telecommunications wiring
equipment.
FORM PO-27 Lease Specifications (2023) NC-eProcurement (eVP)- version 001 Page 3

D. Lessor shall grant consent to install security and card access systems by the Lessee, which may
include interior and exterior cameras (collectively the "Security Equipment"). The nature and
location of the installation of all Security Equipment shall be determined by the State in its sole
discretion. Upon expiration or earlier termination of the lease, State shall be entitled to remove
the Security Equipment at its election, without restoration obligation; or abandon such Security
Equipment in place, in which case Lessor shall assume ownership of such Security Equipment;
and may reuse or remove Security Equipment at its sole discretion.
The building must be able to accommodate access to the highest level of data speed as allowable by
the location. The infrastructure/line (including conduits) must be brought into the building by Lessor
and terminated at the demarcation point in the LAN Room, at Lessor's sole cost. The State will be
responsible for cables and connections from the demarcation point within the LAN room. Lessor is
also responsible for bringing the telephone connection into the building and connecting to the
internal equipment.
E. Adequate telephone, computer conduits and data are required to accommodate interconnecting
computers throughout the space.
VII. PARKING
A. 25 Clientele parking spaces shall be included in the per square foot rental charge.
B. 202 Employee parking spaces are desired if supplied at no extra charge to the State.
C. 10 Parking spaces with adequate vehicular circulation for state-owned vehicles shall be
included in the per square foot rental charge
D. 24 Fenced-in secured parking spaces to accommodate oversized vehicles, i.e., campers and
pick-up trucks with attached trailer shall be included in the per square foot rental charge.
E. All parking areas shall be adequately lighted and located within a reasonable distance of the
office as determined by State. Availability of the above shall be within a safe, convenient distance
to the office for wheelchair and foot traffic. Handicapped parking and signage shall be in
compliance with the NC Building Code and the Americans with Disabilities Act. Paved parking
area is preferred.
F. Although parking is considered in the evaluation of proposals, the inability to provide parking as
described in A and B above should not preclude proposers from submitting proposals unless
stated above. However, adequate parking shall be located within a reasonable walking distance
as determined by the State.
VIII. REFERENCE
All space shall comply with local and State building, safety, and zoning codes, specifically including
OSHA, provisions for the disabled, and applicable sections of the State Building Code, Volumes I
through V. Non-compliance shall be grounds for lease termination at the discretion of the lessee.
Space shall comply with Americans with Disabilities Act of 1990 (42 United States Code, Section
12101 et seq.)
IX. FLOOR, WALL AND WINDOW COVERINGS
A. Vinyl tile or other floor covering acceptable to the State in all finished areas. Prefer carpeting
for all offices and conference rooms. If floors are carpeted, they should be commercial grade
26 oz. or 24 oz carpet squares preferred, acceptable to the lessee. LVT tile is preferred in the
waiting area, LAN room(s), kitchenette, restrooms, and hallways. LAN room tile should be anti-
static. New or like-new carpet is preferred. If not new, carpets must be professionally cleaned,
and all stains removed before occupancy. High traffic areas will require frequent cleaning and
FORM PO-27 Lease Specifications (2023) NC-eProcurement (eVP)- version 001 Page 4

replacement of floor finishes to maintain a neat, clean, high-quality finish and will be at the State
Property Office's discretion.
B. Wall surfaces shall be painted sheetrock, or masonry or other similar finish acceptable to the
state. Wall covering/wainscoting in corridors preferred to prevent scuffing recommended.
C. Sufficient window coverings shall be provided to control glare within the space. (Venetian blinds
or acceptable equivalent).
X. HEATING, AIR-CONDITIONING AND VENTILATION
A. Heating and air conditioning facilities shall be sufficient to maintain inside temperature in the
range from a low 68 degrees during the heating season to the high of 76 degrees at all other times, with balanced
distribution. State policy to dictate utilization. Typical agency hours of operation are 6 am - 6
pm, Monday through Friday; however, occasional holiday and weekend operations are required.
B. Air conditioning and heating system shall be maintained by lessor including frequent filter
cleaning and replacement, to maintain a relative humidity not to exceed 50%.
C. Year-round ventilation shall be provided to prevent stale air problems and unacceptable CO2
content.
D. A climate-controlled telecommunications room is required to house computer network equipment
and telephone wiring equipment. A range of 65 degrees to a maximum of 72 degrees and a
relative humidity not to exceed 50% dry bulb humidity is required. This is a 24-hour per day, 7
day per week requirement. A separate HVAC system may be required to maintain this
temperature range.
E. Zoning of HVAC system and related control shall be balanced appropriately for division and
function of spaces within the facility.
F. A separate thermostat in conference and/or training room(s) may be required.
XI. DRINKING FOUNTAINS
It is required that all employees have access to a chilled water fountain per code. Prefer fountain be
equipped with water bottle filling station.
XII. LIGHTING
A. Adequate lighting facilities are required in all areas. In office facilities, lighting requirements are
no less than 60-foot candles at desk level. In warehouse facilities, lighting requirements are no
less than 40 foot candles at eye level. State policy to dictate utilization.
B. All lighting and electrical maintenance shall be furnished by lessor including providing and
replacing ballasts, light tubes, bulbs, lenses, and fixture covers. Lessor shall replace burned-
out or defective bulbs promptly upon notification by lessee.
C. Lessor should keep lighting fixtures free and clear of insects and water.
XIII. UTILITIES, JANITORIAL SERVICES AND ELEVATORS
A. It is desired that the following services be furnished and included in the per
square foot cost to the satisfaction of the State.
1. All utilities, except telephone.
2. Daily janitorial and cleaning services and supplies. Supplies to be included are all
cleaning products necessary to provide proper cleaning of the office. (see Cleaning
Schedule).
FORM PO-27 Lease Specifications (2023) NC-eProcurement (eVP)- version 001 Page 5

B. Alternate proposals which do not include utilities and/or janitorial service will be considered.
(There must be an acceptable method of determining the State's share of costs)
C. Maintenance of building and grounds including lawn, shrubbery, sidewalks, parking areas
(including snow, ice and debris removal) and common areas is required.
D. Elevator service, if applicable.
E. Lessor responsible for providing only paper and soap products for kitchen and bathrooms
regardless of who contracts for janitorial services.
F. Janitorial services provider shall provide their own cleaning supplies.
XIV. LESSOR RESPONSIBILITIES
The final per square foot price proposal is based on all specifications (PO-27, PO-28), floor plans and
repair lists received from the State of North Carolina and includes but is not limited to: all partitions,
demolition, and up fitting costs; building and grounds maintenance; property taxes; insurance; fire or safety
inspection fees; stormwater fees; land transfer tax; common area maintenance and other building operational
costs. All relevant moving costs (i.e. add'l furniture purchases, IT, security, etc.) will be considered when
evaluating proposals. Proposers can choose whether or not to include utilities and janitorial service. The
following factors will be added to proposals not including these services for comparison purposes: utilities -
$1.50 sq. ft.; janitorial service - $1.00 sq. ft.; and water/sewer $0.17 sq. ft.
Unless specifically stated herein, this set of specifications (PO-27) refers to guidelines and deliverables
which a lessor must adhere to or provide to the State during upfit and construction of the premises, and
throughout the term of the lease and any associated renewal options.
XV. SPECIAL REQUIREMENTS
A. Fire extinguishers and servicing, pest control, and adequate outside trash disposal including
provision for the handling of recyclable items such as aluminum cans, cardboard, plastic and
paper, if applicable. These responsibilities include providing adequate dumpsters outside and
recycling bins as well as a method for the disposal of the recyclable items. These must be
emptied on a regular schedule.
B. All pesticides must be applied by a licensed technician.
C. Lighted exit signs.
D. Safety alarm equipment usable by hearing and visually impaired individuals (smoke and/or heat
activated strobe for hearing impaired and horn for visually impaired). Alarm and smoke detectors
to be wired in. Auxiliary lighting with battery back-up is required.
E. A secondary LAN room may be required if space is located on multiple floors or if there is an
excessive distance within the space.
F. All LAN/telecommunications and computer rooms shall be located in secured office area and in
interior spaces with no windows.
G. It is preferred that the LAN room be secured and separate for other office and utility areas,
however if the LAN equipment is collocated with other equipment/office areas then the LAN
equipment must be secured to prevent tampering.
H. A separate LAN room is required/preferred for new construction.
I. Fire extinguishers and servicing as well as illuminated exit signage shall be provided in
accordance to code.
J. External road and building signage that will provide easy identification of the office by the
general public (per local code).
FORM PO-27 Lease Specifications (2023) NC-eProcurement (eVP)- version 001 Page 6

K. Internal signage will provide identification of the office, inclusive of room numbering and
signage for each office, conference, file/copy area, waiting/reception area and suites.
L. Kitchenette requires hot and cold running water, sink, and 6 linear feet of base and top cabinets.
Dispensers for paper and soap are required. Paper and soap products are supplied by the
lessor to keep all dispensers properly stocked.
M. Storage rooms must be secured and may require shelves.
N. The number of keys to be provided to the State for each lockset shall be reasonably determined by
the State prior to occupancy, at no cost to the State.
O. Locking hardware will be required on all storage rooms, file rooms and LAN rooms.
P. Lever style door hardware is preferred but required if new construction.
Q. All exit doors shall open out and entrance door shall be ramped per code for handicapped
accessibility.
R. A minimum of one men's and one women's restroom is preferred in the waiting room or public
building area. A minimum of one men's and one women's restroom for staff is preferred in
the secured office area. All must be handicap accessible.
S. A front door chime and visual alert signal is required.
T. All exit doors, other than front entrance, to have panic push bars with no restrictive devices such
as a keyed dead bolt.
U. An awning, overhead or covered entryway is required at the main entrance doors and preferred on
all exit doors.
V. Prefer floor drains in all restrooms; required if new construction.
W. State will arrange for its Information Technology contractor to do a walk-thru with the contractor
at the appropriate point during construction or renovation to determine the location of
electrical lines and voice and data lines.
X. All restrooms shall have paper towel dispensers, soap dispensers and toilet paper dispensers.
Lessor to provide all paper and soap products regardless of who supplies janitorial
services.
Y. A janitorial room, if provided, should include adjustable shelves, utility sink (exhaust fan and
floor drain preferred). A janitorial room is preferred if janitorial services are not provided by
Lessor.
Z. A secured external location must be provided to accommodate a State courier mailbox, if
applicable, that can be easily accessed by mail delivery driver. Lessor shall be responsible for
installing the box.
AA. Lessor shall make every effort necessary to ensure walkways and parking areas are promptly
cleared of snow, ice and debris, so that the office may remain open during inclement weather.
BB. Lessor to install three (3) analog landlines.
XVI. Maintenance Standards:
1. Grounds
* Grass height not to exceed 5 inches.
* Shrubbery to be trimmed seasonally but not to exceed 2 feet.
* Grass not to extend over pavement more than 2 inches.
* Weed control and fertilization required to maintain an acceptable appearance.
* Debris removal as necessary.
2. Parking Lots:
* All surfaces to be maintained to avoid ruts and unevenness making travel safe for vehicular
and pedestrian traffic.
FORM PO-27 Lease Specifications (2023) NC-eProcurement (eVP)- version 001 Page 7

* Paved parking lots preferred. If paved, parking spaces must be clearly marked.
3. Recurring Maintenance
* Painted surfaces should be kept in acceptable condition to provide a professional looking
appearance and repainted at least every 5 years.
* Existing Pavement should be kept in acceptable condition to provide safe operational
appearance (cracks and potholes repaired no later than 60 days after reporting).
* Mechanical systems to be kept to manufacturer standards for preventative maintenance.
* Floor coverings to be repaired and cleaned to present a professional appearance.
4. Repair response
* Repairs to systems that prevent operation of the office (HVAC, electrical, plumbing, lighting)
are required as soon as possible.
* Repairs to safety and health issues are required as soon as possible.
* Repairs to cosmetic issues that affect the professional appearance of the office are required
within 10 days.
The most critical issue to the State during the term of the lease deals with the Lessor's response time
to problems and repair issues and the completeness and adequacy of the repairs. If a Lessor does not
complete repair/maintenance work in a timely manner and cannot demonstrate good faith efforts to
complete said work, then the State may use this performance record to decline to enter into leasing
future arrangements or renew lease options with this Lessor.
FORM PO-27 Lease Specifications (2023) NC-eProcurement (eVP)- version 001 Page 8