Janitorial Services New Education Building

STATE OF NORTH CAROLINA
Department of Administration
Request for Proposal #: 13-DOA2073679312
Janitorial Services New Education Building
Date of Issue: May 11, 2026
Proposal Opening Date:
May 28, 2026
At 2:00 PM ET
Direct all inquiries concerning this RFP to:
Sandra Bryant
Procurement Specialist
Email: Sandra.bryant@doa.nc.gov
Phone: 984-236-0075

STATE OF NORTH CAROLINA
Request for Proposal #
13-DOA2073679312
______________________________________________________
For internal State agency processing, including tabulation of proposals, 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 proposal.
Failure to do so may subject your proposal to rejection.
___________________________________________________
Vendor Name
______________________________
Vendor eVP#
Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered
Vendor in good standing. You must enter the Vendor number assigned through eVP (Electronic Vendor
Portal). If you do not have a Vendor number, register at
https://evp.nc.gov/SignIn
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Proposal Number: 13-DOA Vendor: __________________________________________
STATE OF NORTH CAROLINA
DEPARTMENT OF ADMINISTRATION
Refer ALL Inquiries regarding this RFP to the Request for Proposal #: 13-DOA2073679312
Procurement Lead through the Message Board in Proposals will be publicly opened: May, 28 2026@ @ 2:00 pm
the Sourcing Tool. See section 2.6 for details:
Using Agency: Facility Management Division Commodity No. and Description: 761115 - General Building Cleaning
Requisition No.: and janitorial services
EXECUTION
In compliance with this Request for Proposals (RFP), 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 proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies that:
This proposal 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 proposal, 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
RFP, 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 RFP, the undersigned certifies, for Vendor's entire organization and its employees or agents, that Vendor is not aware that any
such gift has been offered, accepted, or promised by any employees of your organization.
By executing this bid, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL TERMS
AND CONDITIONS incorporated herein. These documents can be accessed from the Ariba Sourcing Tool.
Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals 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:
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Proposal Number: 13-DOA2073679312 Vendor: __________________________________________
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
VALIDITY PERIOD
Offer shall be valid for at least one hundred and twenty (120) 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 RFP.
ACCEPTANCE OF PROPOSAL
If your proposal is accepted, all provisions of this RFP, 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 Department of Administration)
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Proposal Number: 13-DOA2073679312 Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND .............................................................................................. 5
1.1 CONTRACT TERM.................................................................................................................... 5
2.0 GENERAL INFORMATION ........................................................................................................ 5
2.1 REQUEST FOR PROPOSAL DOCUMENT .............................................................................. 5
2.2 E-PROCUREMENT FEE ........................................................................................................... 5
2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ............................... 5
2.4 RFP SCHEDULE ....................................................................................................................... 6
2.5 MANDATORY SITE VISIT ......................................................................................................... 6
2.6 PROPOSAL QUESTIONS......................................................................................................... 7
2.7 PROPOSAL SUBMITTAL ......................................................................................................... 7
2.8 PROPOSAL CONTENTS .......................................................................................................... 8
2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ............................................................. 8
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ....................................... 9
3.1 METHOD OF AWARD............................................................................................................... 9
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ........ 9
3.3 PROPOSAL EVALUATION PROCESS .................................................................................... 9
3.4 EVALUATION CRITERIA ........................................................................................................ 10
3.5 PERFORMANCE OUTSIDE THE UNITED STATES .............................................................. 10
3.6 INTERPRETATION OF TERMS AND PHRASES ................................................................... 11
4.0 REQUIREMENTS ..................................................................................................................... 11
4.1 PRICING .................................................................................................................................. 11
4.2 FINANCIAL STABILITY .......................................................................................................... 11
4.3 HUB PARTICIPATION ............................................................................................................ 11
4.4 VENDOR EXPERIENCE ......................................................................................................... 11
4.5 WORKPLAN AND EQUIPMENT INVENTORY LIST .............................................................. 12
4.6 REFERENCES ........................................................................................................................ 12
4.7 BACKGROUND CHECKS ...................................................................................................... 12
4.8 PERSONNEL .......................................................................................................................... 14
4.9 VENDOR'S REPRESENTATIONS .......................................................................................... 15
4.10 AGENCY INSURANCE REQUIREMENTS MODIFICATION .................................................. 15
4.11 SUBCONTRACTORS ............................................................................................................. 15
4.12 SECRETRY OF STATE REGISTRATION .............................................................................. 15
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Proposal Number: 13-DOA2073679312 Vendor: __________________________________________
5.0 SPECIFICATIONS AND SCOPE OF WORK ........................................................................... 15
5.1 GENERAL ..................................................................................................................................... 15
5.2 BUILDING SPECIFICATIONS ...................................................................................................... 15
5.3 SPECIAL REQUIREMENTS ......................................................................................................... 16
5.4 VENDOR REQUIREMENTS AND STAFFING .............................................................................. 16
5.5 CLEANING AND MAINTENANCE DUTIES ................................................................................. 19
5.6 EQUIPMENT AND SUPPLIES ...................................................................................................... 23
5.7 BUILDING MAINTENANCE .......................................................................................................... 23
5.8 PERFORMANCE .......................................................................................................................... 24
5.9 DEFAULT AND PENALTIES ........................................................................................................ 25
6.0 CONTRACT ADMINISTRATION .............................................................................................. 26
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE .......................................................... 26
6.2 POST AWARD MEETINGS ..................................................................................................... 27
6.3 INVOICES ................................................................................................................................ 27
6.4 CONTINUOUS IMPROVEMENT ............................................................................................. 28
6.5 ACCEPTANCE OF WORK ...................................................................................................... 28
6.6 TRANSITION ASSISTANCE ................................................................................................... 28
6.7 DISPUTE RESOLUTION ......................................................................................................... 28
6.8 CONTRACT CHANGES .......................................................................................................... 28
6.9 ATTACHMENTS...................................................................................................................... 29
ATTACHMENT A: PRICING ................................................................................................................ 30
APPENDIX A: INSPECTION REPORT CHECKLIST .......................................................................... 31
ATTACHMENT H: PERFORMANCE GUARANTEE ........................................................................... 33
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Proposal Number: 13-DOA2073679312 Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The Department of Administration (NCDOA), Facility Management Division (Contracting Agency), is responsible for providing
efficient, healthy, and safe janitorial service for State buildings. The New Education Building is located at 301 N Wilmington St,
Raleigh, NC, 27601. Therefore, with this Request for Proposal (RFP), the Contracting Agency is seeking proposals from
experienced, qualified Vendors to provide janitorial services in a professional and workmanlike manner, in strict and complete
compliance with the specifications and subject to the terms and conditions herein specified. The Contracting Agency (Facility
Management Division) shall perform the administration of the contract.
The intent of this solicitation is to award an Agency Specific Term Contract.
1.1 CONTRACT TERM
The Contract shall have an initial term of one (1) year, beginning on August 1, 2026. The Vendor shall have completed all
background checks, badging requirements, and begin work under the Contract on this Effective Date.
At the end of the Contract's initial term, the State shall have the option, in its sole discretion, to renew the Contract on the same
terms and conditions for up to two (2) additional one-year terms. The State will give the Vendor written notice of its intent to
exercise each option no later than thirty (30) days before the end of the Contract's then-current term. In addition to any optional
renewal terms, and with the Vendor's concurrence, the State reserves the right to extend the Contract after the last active term.
Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.
2.0 GENERAL INFORMATION
2.1 REQUEST FOR PROPOSAL DOCUMENT
This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award, which are
incorporated herein by reference.
2.2 E-PROCUREMENT FEE
ATTENTION: This is an NC eProcurement solicitation facilitated by the Ariba Network. The E-Procurement fee may apply to this
solicitation. See the paragraph entitled ELECTRONIC PROCUREMENT of the North Carolina General Terms and Conditions.
General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/.
What is the Ariba Network?
The Ariba Network is a web-based platform that serves as a connection point for buyers and Vendors. Vendors can log in to the
Ariba Network to view purchase orders, respond to electronic requests for quotes, participate in Sourcing Events, and collaborate
with buyers on contract documents.
For training on how to use the Sourcing Tool to view solicitations, submit questions, develop responses, upload documents, and
submit offers to the State, Vendors should go to the following site:
http://eprocurement.nc.gov/training/vendor-training.
2.3 NOTICE TO VENDORS REGARDING RFP 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 RFP 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 RFP.
If Vendors have questions, issues, regarding any component of this RFP, those must be submitted as questions in accordance with
the instructions in the PROPOSAL 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 RFP addendum. The State may also elect to leave
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Proposal Number: 13-DOA2073679312 Vendor: __________________________________________
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 proposal or otherwise. This applies to any
language appearing in or attached to the document as part of the Vendor's proposal that purports to vary any terms and conditions
or Vendors' instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor's proposal shall
constitute a firm offer that shall be held open for the period required herein ("Validity Period" above).
The State may exercise in its discretion to consider Vendor proposed modifications. By execution and delivery of this RFP
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 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 proposal as nonresponsive.
2.4 RFP SCHEDULE
The table below shows the intended schedule for this RFP. The State will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFP State May 11, 2026
Hold Site Visit State May 19, 2026 @ 10:00 am
Submit Written Questions Vendor May 20 ,2026 @ 2:00 pm
Provide Response to Questions State May 22, 2026
Submit Proposals Vendor May 28, 2026 @ 2:00 pm
Contract Award State TBD
The Department of Administration will be conducting live bid openings over Microsoft Teams conference call. Below is the call-in
information for this procurement's bid opening scheduled for May 28, 2026 @ 2:00pm
2.5 MANDATORY SITE VISIT
Date: May 19,2026
Time: 10:00 am Eastern Time
Location: 301 N Wilmington St
Conference room 150
Raleigh, NC, 27603
Contact #: [919-631-3640]
Instructions: It shall be MANDATORY that a representative from each Vendor be present for a pre-proposal site visit. Attendees
must arrive promptly. 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 OR PARTICIPATE IN THE SITE VISIT, NOR SHALL THEIR PROPOSAL BE
CONSIDERED. Once the sign-in process is complete, all other people wishing to attend may do so to the extent that space and
circumstances allow.
FAILURE TO ATTEND THE MANDATORY SITE VISIT SHALL RESULT IN VENDOR'S PROPOSAL BEING DEEMED NON-RESPONSIVE
AND NOT CONSIDERED FOR AWARD.
The purpose of this visit is for all prospective Vendors to apprise themselves of the conditions and requirements which will affect
the performance of the work called for by this RFP. Vendors must stay for the duration of the site 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 RFP.
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Proposal Number: 13-DOA2073679312 Vendor: __________________________________________
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 RFP, must be
confirmed by written addendum before it can be considered to be a part of this RFP and any resulting contract.
2.6 PROPOSAL QUESTIONS
Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal
possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the "Submit Written
Questions" date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum.
Questions related to the content of the solicitation, or the procurement process should be directed to the person on the title page
of this document via the Sourcing Tool's message board by the date and time specified in the RFP SCHEDULE Section of this RFP.
Vendors will enter "RFP # 13-DOA2073679312 - Questions" as the subject of the message. Question submittals should include a
reference to the applicable RFP section. This is the only manner in which questions will be received.
Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at 888-
211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM ET to 5:00 PM ET.
Questions received prior to the submission deadline date, the State's response, and any additional terms deemed necessary by
the State will be posted in the Sourcing Tool in the form of an addendum and shall become an Addendum to this RFP. 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 RFP, shall be considered authoritative or binding. Vendors shall rely only on written material
contained in the RFP and an addendum to this RFP.
2.7 PROPOSAL 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 proposal has been received as described in this RFP by the
specified time and date of opening. Failure to submit a proposal in strict accordance with instructions provided shall constitute
sufficient cause to reject a Vendor's proposal(s). Solicitation responses are subject to Sealed Bidding requirements.
Vendor's proposals for this procurement must be submitted through the Sourcing Tool. For training on how to use the Sourcing
Tool to view solicitations, submit questions, develop responses, upload documents, and submit offers to the State, Vendors should
go to the following site: https://eprocurement.nc.gov/training/vendor-training
Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at 888-
211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM EST to 5:00 PM EST.
Tips for Using the Sourcing Tool
1. Vendors should review available training and confirm that they are able to access the Sourcing Event, enter responses,
and upload files well in advance of the date and time response are due to allow sufficient time to seek assistance from
the North Carolina eProcurement Help Desk.
2. Vendors may submit their responses early to make sure there are no issues and then submit a revised response any time
prior to the response due date and time. The State will only review the most recent response.
3. Vendors should respond to all relevant sections of the Sourcing Event. Certain questions or items are required in order to
submit a response and are denoted with an asterisk. The Sourcing Tool will not allow a response to be submitted unless
all required items are completed. The Sourcing Tool will provide error messages to help identify any required information
that is missing when response is submitted.
4. Simply saving your response in the Sourcing Tool is not the same as submitting your response to the State. Vendors should
make sure they complete the submission process and receive a message that their response was successfully submitted.
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Proposal Number: 13-DOA2073679312 Vendor: __________________________________________
5. Only Proposals submitted through the Content Section of the Ariba Sourcing Event will be considered. Proposals
submitted through the Message Board will not be accepted or considered for award.
If confidential and proprietary information is included in the proposal, also submit one (1) signed, REDACTED copy of the
proposal. Such information may include trade secrets defined by N.C. Gen. Stat. 66-152 and other information exempted
from the Public Records Act pursuant to N.C. Gen. Stat. 132- 1.2. Vendor may designate information, Products, Services or
appropriate portions of its response as confidential, consistent with and to the extent permitted under the statutes and rules
set forth above. By so redacting any page, or portion of a page, the Vendor warrants that it has formed a good faith opinion,
having received such necessary or proper review by counsel and other knowledgeable advisors, that the portions determined
to be confidential and proprietary and redacted as such, meet the requirements of the Rules and Statutes set forth above.
However, under no circumstances shall price information be designated as confidential.
If the Vendor does not provide a redacted version of the proposal with its proposal submission, the Department may release
an unredacted version if a record request is received.
2.8 PROPOSAL CONTENTS
Vendors shall provide responses to all questions and complete all attachments for this RFP that require the Vendor to provide
information and upload them to the Sourcing Event in the Sourcing Tool. Vendor may not be able to submit its response in the
Sourcing Tool unless all required items are addressed. Vendors shall provide authorized signatures where requested. Failure to
provide all required items, or Vendor's submission of incomplete items, may result in the State rejecting Vendor's proposal, in the
State's sole discretion.
Vendor shall include the following items and attachments in the Sourcing Tool:
a) Title Page: Include the company name, address, phone number and authorized representative along with the Proposal
Number.
b) Completed and signed version of all EXECUTION PAGES, along with the body of the RFP.
c) Signed receipt pages of any addenda released in conjunction with this RFP, if required to be returned.
d) Vendor's Proposal addressing all Specifications of this RFP: 4.4 VENDOR EXPERIENCE, 4.5 WORK PLAN, 4.7.5 VENDOR
BACKGROUND CHECK AGREEMENT 4.12 SOS REGISTRATION
e) Completed version of ATTACHMENT A: PRICING
f) Completed and signed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION
g) Completed and signed version of ATTACHMENT E: CUSTOMER REFERENCE FORM
h) Completed and signed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR
i) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION
j) Completed and signed version of ATTACHMENT H: PERFORMANCE GUARANTEE
2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS
Relevant definitions for this RFP are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found in the Sourcing Tool,
which are incorporated herein by this reference.
The following definitions, acronyms, and abbreviations are also relevant to this RFP:
DOA: Department of Administration
FMD: Facility Management Division
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