IFB 54-12220241-ARS CrewPlex Headsets and Accessories

Location:	North Carolina
Posted:	Mar 20, 2026
Due:	Mar 30, 2026
Agency:	State Government of North Carolina
Type of Government:	State & Local
Category:	58 - Communications, Detection and Coherent Radiation Equipment
Solicitation No:	54-12220241-ARS
Publication URL:	To access bid details, please log in.

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STATE OF NORTH CAROLINA

DEPARTMENT OF TRANSPORTATION

Safety and Risk Management

Refer ALL inquiries regarding this IFB to:

Allison R. Scott

arscott3@ncdot.gov

See page 3 for Offer Submittal instructions.

INVITATION FOR BIDS NO. 12220241-ARS

Offers will be publicly opened: Monday, March 30, 2026

Issue Date: Friday, March 20, 2026

Commodity Number: 431915

Description: CrewPlex Headsets and Accessories

Using Agency: NC Department of Transportation

Requisition No.: PR33522 / 12220241

OFFER AND ACCEPTANCE

The State seeks offers for the goods and/or related services described in this solicitation. The State’s acceptance

of any offer must be demonstrated by execution of the acceptance found below and any subsequent Request

for Best and Final Offer, if issued. Acceptance shall create a contract having an order of precedence as follows:

In cases of conflict between documents comprising the contract, the order of precedence shall be (1) Best and

Final Offers, if any, (2) special terms and conditions specific to this IFB, (3) specifications, (4) Department of

Information Technology Terms and Conditions of this IFB, and (5) the agreed portions of the awarded Vendor’s

offer. No contract shall be binding on the State until an encumbrance of funds has been made for

payment of the sums due under the contract.

EXECUTION

In compliance with this Invitation for Bids (IFB), and subject to all the conditions herein, the undersigned offers

and agrees to furnish any or all Services or goods upon which prices are offered, at the price(s) offered herein,

within the time specified herein. By executing this offer, I certify that this offer is submitted competitively and

without collusion.

Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not acceptable.

OFFEROR:

STREET ADDRESS:

P.O. BOX:

ZIP:

CITY, STATE & ZIP:

PRINT NAME & TITLE OF PERSON SIGNING:

TELEPHONE NUMBER: TOLL FREE TEL.

FAX NUMBER:

AUTHORIZED SIGNATURE:

DATE:

E-MAIL:

Offer valid for ninety (90), days from date of offer opening unless otherwise stated here: ____ days

ACCEPTANCE OF OFFER

If any or all parts of this IFB are accepted, an authorized representative of NC Department of Transportation

shall affix their signature hereto. A copy of this acceptance will be forwarded to the successful vendor(s).

FOR STATE USE ONLY

Offer accepted and contract awarded this ______ day of _____________________, 20____, as indicated on attached certification,

by _____________________________________________ (Authorized representative of NC Department of Transportation).

IFB 54-12220241-ARS

TABLE OF CONTENTS

1.0 INTENT, USE, DURATION AND SCOPE .............................................................................................. 3

2.0 GENERAL INFORMATION .................................................................................................................... 3

2.1. SITE VISIT: RESERVED ........................................................................................................................ 3

2.2. VENDOR QUESTIONS .......................................................................................................................... 3

2.3. ADDENDA .............................................................................................................................................. 3

2.4. OFFER SUBMITTAL...............................................................................................................................3

2.5. BASIS FOR REJECTION........................................................................................................................ 4

2.6. LATE OFFERS ....................................................................................................................................... 4

2.7. NON-RESPONSIVE OFFERS ................................................................................................................ 4

2.8. NOTICE TO VENDORS..........................................................................................................................5

2.9. E-PROCUREMENT SOLICITATION....................................................................................................... 5

2.10. DISTRIBUTORS AND RESELLERS ..................................................................................................... 5

2.11. POSSESSION AND REVIEW ............................................................................................................... 5

2.12. BEST AND FINAL OFFERS (BAFO) .................................................................................................... 6

2.13. AWARD ................................................................................................................................................ 6

2.14. POINTS OF CONTACT ........................................................................................................................ 6

3.0 SPECIFICATIONS ................................................................................................................................. 7

3.1. VENDOR STANDARD AGREEMENT(S)................................................................................................ 7

3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S. – DISCLOSURE STATEMENT ....................... 7

3.3. E-VERIFY .............................................................................................................................................. 8

3.4. BRAND SPECIFIC PRODUCT ............................................................................................................... 9

3.5. DESCRIPTIVE LITERATURE: RESERVED........................................................................................... 9

3.6 SECURITY SPECIFICATIONS: RESERVED........................................................................................... 9

3.7 ENTERPRISE ARCHITECTURE SPECIFICATIONS: RESERVED ......................................................... 9

3.8. PRODUCT RECALL .............................................................................................................................. 9

3.9. WARRANTY ........................................................................................................................................... 9

3.10. MAINTENANCE: RESERVED ............................................................................................................ 10

3.11. CONTRACT TERM............................................................................................................................. 10

3.12. DELIVERY .......................................................................................................................................... 10

3.13 SPECIFICATIONS: RESERVED.......................................................................................................... 10

4.0 FURNISH AND DELIVER .................................................................................................................... 11

4.1 OPTIONAL COSTS: .................................................................................................................................. 12

5.0 ADDITIONAL INFORMATION.............................................................................................................. 13

5.1. HISTORICALLY UNDERUTILIZED BUSINESSES ............................................................................... 13

5.2. RECYCLED CONTENT ........................................................................................................................ 13

5.3. ENERGY STAR PRODUCTS ............................................................................................................... 13

6.0 DEPARTMENT OF INFORMATION TECHNOLOGY INSTRUCTIONS TO VENDORS ....................... 14

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IFB 54-12220241-ARS

7.0 DEPARTMENT OF INFORMATION TECHNOLOGY TERMS AND CONDITIONS .............................. 16

1.0 INTENT, USE, DURATION AND SCOPE

The purpose of this Invitation for Bid is to obtain pricing for and procure a quantity of 20 CrewPlex

Headsets and accessories for Safety and Risk Management within the North Carolina Department of

Transportation. The proposed solution offers integration between NCDOT's current hazard protection

system while providing communication and noise reduction. This solution will provide communication for

up to 10 crew members on large job sites, reducing the impact of struck by injuries. Goods and Services

will be provided in accordance to the terms and conditions of this IFB.

2.0 GENERAL INFORMATION

2.1. SITE VISIT: RESERVED

2.2. VENDOR QUESTIONS

All inquiries regarding the solicitation specifications or requirements are to be addressed to the

contact person listed on Page One of this solicitation. Vendor contact regarding this Solicitation with

anyone other than the contact person listed on Page One of this Solicitation may be grounds for

rejection of said Vendor’s offer.

Written questions concerning this Solicitation will be received until March 25, 2026 at 10:00AM

Eastern Time. They must be submitted to the contact person listed on Page One of this Solicitation

via arscott3@ncdot.gov. Please enter “Questions Solicitation IFB 54-12220241-ARS” as the subject

for the message. Questions should be submitted in the following format:

REFERENCE

IFB Section,

Page Number

VENDOR QUESTION

2.3. ADDENDA

The State may issue addenda if Vendor questions are permitted as described above, or if additional

terms, specifications, or other changes are necessary for this procurement. It is important that all

Vendors bidding on this IFB periodically check the NC eVP for any and all Addenda that may be

issued prior to the offer opening date. All addenda shall become an Addendum to this IFB.

2.4. OFFER SUBMITTAL

Due Date:

Time:

Monday, March 30, 2026

2:00PM Eastern Time

IMPORTANT NOTE: Vendor shall bear the risk for late submission due to unintended or

unanticipated delay. Vendor must include all the pages of this solicitation in their response.

It is the Vendor’s sole responsibility to ensure its offer has been submitted in the Electronic Vendor

Portal (eVP) https://evp.nc.gov/ by the specified time and date of opening. Any proposal delivered

after the proposal deadline will be rejected.

Offer Submission Details:

Sealed offers, subject to the conditions made a part hereof, will be received until 2:00PM Eastern

Time on the day of opening, for furnishing and delivering the commodity as described herein.

Page 3 of 28

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IFB 54-12220241-ARS

Offers must be submitted with the Execution page signed and dated by an official authorized to

bind the Vendor’s firm. Failure to return a signed offer shall result in disqualification.

Attempts to submit a proposal via facsimile (FAX) machine, telephone, email, or any

hardcopy format in response to this IFB shall NOT be accepted.

a) All File names should start with the Vendor’s name first, in order to easily determine all the files

to be included as part of the Vendor’s response. For example, files should be named as follows:

Vendor Name-IFB 54-12220241-ARS.

b) File contents SHALL NOT be password protected, the file formats must be in .PDF, .jpeg, or png

format, and shall be capable of being copied to other sources.

c) If the Vendor’s proposal contains any confidential information (as defined in Section 7.0,

Paragraph#18), then the Vendor must provide one (1) signed, original electronic offer and one (1)

redacted electronic copy.

Prices and any other entry made hereon by the Vendor shall be considered firm and not subject to

change.

2.5. BASIS FOR REJECTION

Pursuant to 9 NCAC 06B.0401, the State reserves the right to reject any and all offers, in whole or

in part; by deeming the offer unsatisfactory as to quality or quantity, delivery, price or service offered;

non-compliance with the specifications or intent of this solicitation; lack of competitiveness; error(s)

in specifications or indications that revision would be advantageous to the State; cancellation or

other changes in the intended project, or other determination that the proposed requirement is no

longer needed; limitation or lack of available funds; circumstances that prevent determination of the

best offer; or any other determination that rejection would be in the best interest of the State. Vendor

contact regarding this IFB with anyone other than Allison R. Scott may be grounds for rejection of

said Vendor’s offer.

2.6. LATE OFFERS

Regardless of cause, late offers will not be accepted and will automatically be disqualified from

further consideration. It shall be the Vendor’s sole risk to ensure delivery at the designated office by

the designated time. Late offers will not be opened and may be returned to the Vendor at the

expense of the Vendor or destroyed if requested.

2.7. NON-RESPONSIVE OFFERS

Vendor offers will be deemed non-responsive by the State and will be rejected without further

consideration or evaluation if statements such as the following are included:

• “This offer does not constitute a binding offer”,

• “This offer will be valid only if this offer is selected as a finalist or in the competitive range”,

• “Vendor does not commit or bind itself to any terms and conditions by this submission”,

• “This document and all associated documents are non-binding and shall be used for discussion

purposes only”,

• “This offer will not be binding on either party until incorporated in a definitive agreement signed

by authorized representatives of both parties”, or

• A statement of similar intent.

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IFB 54-12220241-ARS

2.8. NOTICE TO VENDORS

The State objects to and will not be required to evaluate or consider any additional terms and

conditions not previously agreed to by the State and submitted with an Offeror’s response.

This applies to any language appearing in or attached to the document as part of the Offeror’s

response. By execution and delivery of this Invitation for Bids and response(s), the Offeror

agrees that any additional terms and conditions, whether submitted purposely or

inadvertently, shall have no force or effect.

2.9. E-PROCUREMENT SOLICITATION

This is an E-Procurement solicitation. See Paragraph #47 of the attached Department of

Information Technology Terms and Conditions.

The Terms and Conditions made part of this solicitation contain language necessary for the

implementation of North Carolina’s statewide E-Procurement initiative. It is the Vendor’s

responsibility to read these terms and conditions carefully and to consider them in preparing the

offer. By signature vendor acknowledges acceptance of all terms and conditions including those

related to E-Procurement.

a) General information on the E-Procurement service can be found at http://eprocurement.nc.gov/

b) Within two days after notification of award of a contract, vendor must register in NC E-

Procurement @ Your Service at the following web site: https://vendor.ncgov.com/vendor/login

c) As of the IFB submittal date, the Vendor must be current on all e-Procurement fees. If the Vendor

is not current on all E-Procurement fees, the State may disqualify the Vendor from participation in

this IFB.

2.10. DISTRIBUTORS AND RESELLERS

“Resellers” as used herein, refers to businesses that routinely sell or distribute Vendor’s Products,

and may include “Distributors”, “Value Added Resellers” (VARs), “Original Equipment

Manufacturers” (OEMs), Channel Partners, or such other designations. These businesses must be

approved by the State prior to placement of any orders. Any contract established will be subject to

this solicitation and any resulting Agreement(s), and to the terms and conditions of the State’s

competitive bidding process.

The Agency acknowledges that the Reseller has merely purchased the Third-Party Items for resale

or license to the Agency, and that the proprietary and intellectual property rights to the Third Party

Items are owned by parties other than the Reseller (“Third Parties”). The Agency further

acknowledges that except for the payment to the Reseller for the Third-Party Items, all of its rights

and obligations with respect thereto flow from and to the Third Parties. The Reseller shall provide

the Agency with copies of all documentation and warranties for the Third-Party Items which are

provided to the Reseller. The Reseller shall assign all applicable third-party warranties for

Deliverables to the Agency.

2.11. POSSESSION AND REVIEW

During the evaluation period and prior to award, possession of the bids and accompanying

information is limited to personnel of the issuing agency, and to the committee responsible for

participating in the evaluation. Vendors who attempt to gain this privileged information, or to

influence the evaluation process (i.e. assist in evaluation) will be in violation of purchasing rules

and their offer will not be further evaluated or considered.

After award of contract the complete bid file will be available to any interested persons with the

exception of trade secrets, test information or similar proprietary information as provided by statute

Page 5 of 28

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Solicitation Number:	54-12220241-ARS
Project Title:	IFB 54-12220241-ARS CrewPlex Headsets and Accessories
Description:	The purpose of this Invitation for Bid is to obtain pricing for and procure a quantity of 20 CrewPlex Headsets and accessories for Safety and Risk Management within the North Carolina Department of Transportation. The proposed solution offers integration between NCDOT's current hazard protection system while providing communication and noise reduction. This solution will provide communication for up to 10 crew members on large job sites, reducing the impact of struck by injuries.
Opening Date:	3/30/2026 2:00 PM
Posted Date:	3/20/2026
Status:	Open
Department:	DEPARTMENT OF TRANSPORTATION


Solicitation Number * 54-12220241-ARS	Department DEPARTMENT OF TRANSPORTATION	Status Reason Open
Opening Date 2026-03-30T14:00:00.0000000	Posted Date * 2026-03-20T13:12:45.0000000Z	Primary Commodity Code Personal communication devices
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * Select RFP IFB RFI
Owner Allison Scott
Description The purpose of this Invitation for Bid is to obtain pricing for and procure a quantity of 20 CrewPlex Headsets and accessories for Safety and Risk Management within the North Carolina Department of Transportation. The proposed solution offers integration between NCDOT's current hazard protection system while providing communication and noise reduction. This solution will provide communication for up to 10 crew members on large job sites, reducing the impact of struck by injuries.