Railcar Curtain Upgrade

STATE OF NORTH CAROLINA
Department of Transportation
Invitation for Bid #: 54-CA-PR36372
Railcar Curtain Upgrade
Date Issued: October 9, 2026
Bid Opening Date: October 30, 2026
At 2:00 PM ET
Direct all inquiries concerning this IFB to:
Christian Andresen
Procurement Specialist III
Email: ctandresen@ncdot.gov
Phone: (919)707-2627

STATE OF NORTH CAROLINA
Invitation for Bid #
54-CA-PR36372
______________________________________________________
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 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
Electronic responses ONLY will be accepted for this solicitation.
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STATE OF NORTH CAROLINA
DEPARTMENT OF TRANSPORTATION
Refer ALL Inquiries regarding this IFB to: Invitation for Bid #: 54-CA-PR36372
Christian Andresen Bids will be publicly opened: October 30, 2026, at 2:00 PM ET
ctandresen@ncdot.gov
(919)707-2627
Using Agency: NC Department of Transportation - Commodity No. and Description: 251217 Railcar Curtain Upgrade
Rail Division
Requisition No.: PR36372
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 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: E-MAIL:
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Bid Number: 54-CA-PR36372 Vendor: ____________________________________
VALIDITY PERIOD
Offer shall be valid for at least ninety (90) 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 _______________, 20____, as indicated
on the attached certification, by ______________________________________________________
(Authorized Representative of the Department of Transportation)
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Bid Number: 54-CA-PR36372 Vendor: ____________________________________
1.0 PURPOSE AND BACKGROUND .......................................................................................... 5
2.0 GENERAL INFORMATION .................................................................................................... 5
2.1 INVITATION FOR BID DOCUMENT....................................................................................................... 5
2.2 E-PROCUREMENT FEE ......................................................................................................................... 5
2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS ...................................................... 5
2.4 IFB SCHEDULE ..................................................................................................................................... 6
2.5 MANDATORY 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 .............................10
3.3 BID EVALUATION PROCESS ................................................................................................................10
3.4 PERFORMANCE OUTSIDE THE UNITED STATES ..................................................................................11
3.5 INTERPRETATION OF TERMS AND PHRASES ......................................................................................11
4.0 REQUIREMENTS ................................................................................................................. 11
4.1 PRICING .............................................................................................................................................11
4.2 PRODUCT IDENTIFICATION ................................................................................................................12
4.3 TRANSPORTATION AND IDENTIFICATION ..........................................................................................12
4.4 DELIVERY ...........................................................................................................................................12
4.5 PACKAGING .......................................................................................................................................12
4.6 WARRANTY........................................................................................................................................12
4.7 SAMPLES............................................................................................................................................13
4.8 FIRE SAFETY COMPLIANCE CERTIFICATION ........................................................................................13
4.9 QUALITY CONTROL ............................................................................................................................14
4.10 INSTALLATION AND MAINTENANCE INSTRUCTIONS .........................................................................14
4.11 REFERENCES ......................................................................................................................................14
4.12 VENDOR'S REPRESENTATIONS ...........................................................................................................14
4.13 FINANCIAL STABILITY .........................................................................................................................15
4.14 AGENCY INSURANCE REQUIREMENTS MODIFICATION ......................................................................15
4.15 SUBCONTRACTORS ............................................................................................................................15
4.16 SUSTAINABILITY EFFORTS .................................................................................................................15
5.0 PRODUCT SPECIFICATIONS ............................................................................................. 15
SPECIFICATIONS .................................................................................................................................15
DEVIATIONS .......................................................................................................................................16
6.0 CONTRACT ADMINISTRATION .......................................................................................... 17
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ..............................................................................17
6.2 CONTINUOUS IMPROVEMENT ...........................................................................................................17
6.3 ACCEPTANCE OF WORK .....................................................................................................................17
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Bid Number: 54-CA-PR36372 Vendor: ____________________________________
6.4 INVOICES ...........................................................................................................................................18
6.5 DISPUTE RESOLUTION .......................................................................................................................18
6.6 PRODUCT RECALL ..............................................................................................................................18
6.7 CONTRACT CHANGES .........................................................................................................................18
7.0 ATTACHMENTS .................................................................................................................. 19
ATTACHMENT A: PRICING.................................................................................................................. 19
ATTACHMENT B: INSTRUCTIONS TO VENDORS ............................................................................. 20
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ...................................... 20
ATTACHMENT D: RESERVED ............................................................................................................. 20
ATTACHMENT E: CUSTOMER REFERENCE FORM .......................................................................... 20
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR .............................................. 20
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION ...................................................... 20
ATTACHMENT H: VENDOR REQUEST FOR EO50 PRICE-MATCHING ............................................. 20
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Bid Number: 54-CA-PR36372 Vendor: ____________________________________
1.0 PURPOSE AND BACKGROUND
The purpose of this Invitation for Bid (IFB) is to obtain pricing and select a Vendor for the replacement of the current curtains
in the passenger areas of the NCDOT's 56 and 66 seat coaches. These railcars are currently equipped with curtains that were
installed when the cars were originally refurbished for NCDOT use. Matching curtains are no longer available, and many of the
current curtains are damaged beyond repair. The Rail Division wishes to replace the current curtains in the passenger area
with new blackout-style curtains. Replacing the current curtains will decrease heat infiltration through the windows when in
use and will provide a more professional appearance for the Piedmont train service.
The intent of this solicitation is to award an Agency Contract.
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 FEE
ATTENTION: The E-Procurement fee may apply to this solicitation. See 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/.
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, 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 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 nonresponsive.
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Bid Number: 54-CA-PR36372 Vendor: ____________________________________
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 October 9, 2026
Hold Pre-Bid Site Visit State October 15, 2026, at 2:00 PM ET
Submit Written Vendor October 16, 2026, at 5:00 PM ET
Questions
Provide Responses to State October 20, 2026
Questions
Submit Bids Vendor October 30, 2026, at 2:00 PM ET
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Contract Award State TBD
Contract Effective Date State TBD
2.5 MANDATORY SITE VISIT
Mandatory Pre-Bid Site Visit
Date: Thursday, October 15, 2026
Time: 2:00 PM Eastern Time
Location: Raleigh Rail Yard - Capital Yard Training Room
860 Capital Blvd.
Raleigh, NC 27603
Contact #: Derek Ward: (919)219-8728
Instructions: It shall be MANDATORY that each Vendor representative be present for a pre-bid site visit. Attendees must meet
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, 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 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.
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Bid Number: 54-CA-PR36372 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 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 emailed to ctandresen@ncdot.gov by the date and time specified above. Vendors should enter "IFB
# 54-CA-PR36372: 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 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. 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 date and time of receipt will be marked on each bid when received. Any bid or portion
thereof received after the bid submission deadline will be rejected.
If applicable to this IFB and using eVP, all bid responses 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.
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.
If confidential and proprietary information is included in the bid, also submit one (1) signed, REDACTED copy of the bid. 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.
Critical updated information may be included in Addenda to this IFB. It is important that all Vendors responding on 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: 54-CA-PR36372 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 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) Completed and signed version of EXECUTION PAGES, along with the body of the IFB.
b) Signed receipt pages of any addenda released in conjunction with this IFB, if required to be returned.
c) Vendor's Response (including 4.6 - Warranty; 4.8 - Fire Safety Compliance Certification; 6.1 - Contract Manager and
Customer Service).
d) Completed version of ATTACHMENT A: PRICING
e) Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM
f) Completed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR
g) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION
h) Completed and signed version of ATTACHMENT H: VENDOR REQUEST FOR EO50 PRICE-MATCHING, if applicable
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 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 #54-CA-PR36372". 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.
The following definitions, acronyms, and abbreviations are also relevant to this IFB:
Bottom Weighing: Bottom corner weight assemblies incorporated into curtain panels consisting of minimum 1.25-ounce
weights enclosed within stitched pockets to ensure proper curtain drape, alignment, and operational stability during passenger
service.
C-Ring: Non-metallic, corrosion-resistant polymer or nylon mounting rings with a 0.5-inch inner diameter designed to slide
laterally along 38-inch diameter curtain rods to support curtain movement.
Curtain Assembly: The complete curtain unit provided under this project including face fabric, liner, pleats, header
construction, reinforcement features, bottom weights, mounting rings, tiebacks, and associated components required for
installation on the existing curtain rod system.
Curtain Panel / Drapery: A complete curtain assembly including face fabric, liner, pleating, hardware interfaces, tiebacks, and
integrated components designed for installation on passenger coach window curtain rods.
Defect: A deviation in curtain construction, materials, workmanship, dimensional accuracy, or finishing from the design
requirements and technical specifications.
Existing Curtain Rod System: The curtain rod hardware currently installed in NCDOT Piedmont fleet passenger coaches used
to support curtain assemblies.
Face Fabric: The primary exterior fabric component of the curtain assembly consisting of 100 percent polyester Rio Marine
brand fabric or approved equivalent providing ultraviolet resistance and machine washability consistent with passenger transit
interior applications.
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