30-26337-EIPD Janitorial Services - New Bern

STATE OF NORTH CAROLINA
DEPARTMENT OF HEALTH AND HUMAN SERVICES
Office of Procurement, Contracts and Grants
Invitation for Bid: 30-26337-EIPD
Janitorial Services - New Bern
MANDATORY SITE VISIT
06/15/2026 at 11:00 AM
Date of Issue: 06/03/2026
Bid Opening Date: 06/24/2026
At 2:00 PM ET
Direct all inquiries concerning this IFB to:
Amanda Kerstetter
Procurement Specialist II
Amanda.Kerstetter@dhhs.nc.gov
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Bid Number: 30-26337-EIPD Vendor: __________________________________________
STATE OF NORTH CAROLINA
Invitation for Bid # 30-26337-EIPD
______________________________________________________
For internal State agency processing, including tabulation of Bids, provide your company's eVP (Electronic Vendor Portal)
Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be
removed and shredded, or otherwise kept confidential, before the procurement file is made available for public
inspection.
This page shall be filled out and returned with your Bid.
Failure to do so may subject your Bid to rejection.
___________________________________________________
Vendor Name
______________________________
Vendor eVP#
Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered Vendor in
good standing. You must enter the Vendor number assigned through eVP (Electronic Vendor Portal). If you do
not have a Vendor number, register at https://evp.nc.gov/SignIn
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Bid Number: 30-26337-EIPD Vendor: __________________________________________
STATE OF NORTH CAROLINA
Department of Health and Human Services
Refer ALL Inquiries regarding this IFB to the Invitation for Bid #: 30-26337-EIPD
Procurement Lead: Bids will be opened: 06/24/2026 at 2:00 PM ET
Amanda Kerstetter
Amanda.Kerstetter@dhhs.nc.gov
Using Agency: DEIPD Commodity No. and Description: 761115 - General building and office
Requisition No.: RQ279609 cleaning and maintenance services
EXECUTION
In compliance with this Invitation for Bid (IFB), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and
deliver any or all items upon which prices are Bid, at the prices set opposite each item within the time specified herein.
By executing this Bid, the undersigned Vendor understands that false certification is a Class I felony and certifies that:
this Bid is submitted competitively and without collusion (G.S. 143-54),
none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the
General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and
it is not an ineligible Vendor as set forth in G.S. 143-59.1.
Furthermore, by executing this Bid, the undersigned certifies to the best of Vendor's knowledge and belief, that:
it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from
covered transactions by any Federal or State department or agency.
As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this
IFB, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more
than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.
As required by Executive Order 24 (2017), the undersigned Vendor certifies will comply with all Federal and State requirements concerning fair
employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of any
Contract arising from this solicitation.
G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans,
specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public
contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of this
response to the IFB, the undersigned certifies, for Vendor's entire organization and its employees or agents, that Vendor is not aware that any such
gift has been offered, accepted, or promised by any employees of your organization.
By executing this Bid, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL TERMS
AND CONDITIONS incorporated herein. These documents can be accessed from the Ariba Sourcing Tool.
Failure to execute/sign Bid prior to submittal may render Bid invalid and it MAY BE REJECTED. Late Bids shall not be accepted.
COMPLETE/FORMAL NAME OF VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
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Bid Number: 30-26337-EIPD Vendor: __________________________________________
VALIDITY PERIOD
Offer shall be valid for at least sixty (60) days from date of Bid opening, unless otherwise stated here: _____ days, or if extended by mutual
agreement of the parties in writing. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this IFB.
ACCEPTANCE OF BIDS
If your Bid is accepted, all provisions of this IFB, along with the written results of any negotiations, shall constitute the written agreement between
the parties ("Contract"). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply. Depending upon the
Goods or Services being offered, other terms and conditions may apply, as mutually agreed.
FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on
The attached certification, by ____________________________________________________________________.
(Authorized Representative of the Division of Employment and Independence for People with Disabilities)
The remainder of this page was intentionally left blank
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Bid Number: 30-26337-EIPD Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................. 7
1.1 CONTRACT TERM ................................................................................................................. 7
2.0 GENERAL INFORMATION ...................................................................................................... 7
2.1 INVITATION FOR BID DOCUMENT ....................................................................................... 7
2.2 E-PROCUREMENT FEE ......................................................................................................... 7
2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS ................................ 7
2.4 IFB SCHEDULE ...................................................................................................................... 8
2.5 MANDATORY SITE VISIT ....................................................................................................... 9
2.6 BID QUESTIONS .................................................................................................................... 9
2.7 BID SUBMITTAL ................................................................................................................... 10
2.8 BID CONTENTS .................................................................................................................... 10
2.9 ALTERNATE BIDS ............................................................................................................... 11
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ......................................................... 11
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS .................................................. 11
3.1 METHOD OF AWARD .......................................................................................................... 11
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION ...... 12
3.3 BID EVALUATION PROCESS .............................................................................................. 12
3.4 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................. 13
3.5 INTERPRETATION OF TERMS AND PHRASES ................................................................. 13
4.0 REQUIREMENTS ................................................................................................................... 13
4.1 VENDOR REQUIREMENTS .................................................................................................. 13
4.2 VENDOR QUESTIONNAIRE/REFERENCES..............................................................15
4.3 PRICING ............................................................................................................................... 16
4.4 HUB PARTICIPATION .......................................................................................................... 16
4.5 BACKGROUND CHECKS .................................................................................................... 16
4.6 PERSONNEL ........................................................................................................................ 16
4.7 VENDOR'S REPRESENTATIONS ........................................................................................ 17
4.8 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................. 17
4.9 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS .................................... 17
4.10 SUBCONTRACTORS ........................................................................................................... 17
4.11 SECRETARY OF STATE REGISTRATION .......................................................................... 18
5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 18
5.1 TASK LIST ............................................................................................................................ 18
5.2 FLOOR PLAN ....................................................................................................................... 20
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Bid Number: 30-26337-EIPD Vendor: __________________________________________
5.3 GENERAL SPECIFICATIONS ............................................................................................... 21
5.4 KEY ACCESS ........................................................................................................................ 22
5.5 DUPLICATE KEYS ................................................................................................................ 22
5.6 CERTIFICATION AND SAFETY LABELS ............................................................................. 22
6.0 CONTRACT ADMINISTRATION ............................................................................................ 22
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ........................................................... 22
6.2 INVOICES ............................................................................................................................. 23
6.3 POST AWARD BUSINESS REVIEW MEETINGS ................................................................ 23
6.4 CONTINUOUS IMPROVEMENT ........................................................................................... 23
6.5 ACCEPTANCE OF WORK ................................................................................................... 23
6.6 FAITHFUL PERFORMANCE ................................................................................................ 23
6.7 TRANSITION ASSISTANCE ................................................................................................. 24
6.8 DISPUTE RESOLUTION....................................................................................................... 24
6.9 CONTRACT CHANGES ....................................................................................................... 24
6.10 ATTACHMENTS ................................................................................................................... 24
ATTACHMENT A: PRICING ............................................................................................................. 25
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Bid Number: 30-26337-EIPD Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The purpose of this IFB is to seek out one qualified vendor to provide the janitorial services described in this IFB for
the DEIPD office located at 2832 Neuse Blvd., New Bern, NC 28562 .
The intent of this solicitation is to award an Agency Specific Contract.
1.1 CONTRACT TERM
The Contract shall have an initial term of one (1) year, beginning on the date of final Contract execution (the "Effective
Date").
The Vendor shall begin work under the Contract within five (5) business days of the 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 five (5) 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.
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
This IFB is comprised of the base IFB document, any attachments, and any addenda released before Contract award,
which are incorporated herein by reference.
2.2 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 Bids, 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 IFB TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions to Vendors, the North Carolina General Terms and
Conditions, all relevant exhibits and attachments, and any other components made a part of this IFB and comply with all
requirements and specifications herein. Vendors are also responsible for obtaining and complying with all Addenda and
other changes that may be issued in connection with this IFB.
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Bid Number: 30-26337-EIPD Vendor: __________________________________________
If Vendors have questions or issues regarding any component of this IFB, those must be submitted as questions in
accordance with the instructions in the BID QUESTIONS Section. If the State determines that any changes will be made
as a result of the questions asked, then such decisions will be communicated in the form of an IFB addendum. The State
may also elect to leave open the possibility for later negotiation of specific provisions of the Contract that have been
addressed during the question-and-answer period, prior to contract award.
Other than through the process of negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to
evaluate or consider any additional or modified terms and conditions submitted with Vendor's Bid or otherwise. This
applies to any language appearing in or attached to the document as part of the Vendor's Bid that purports to vary any
terms and conditions or Vendors' instructions herein or to render the Bid non-binding or subject to further negotiation.
Vendor's Bid shall constitute a firm offer that shall be held open for the period required herein ("Validity Period" above).
The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this IFB
Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or
inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon during negotiations
and incorporated by way of a Best and Final Offer (BAFO). Noncompliance with, or any attempt to alter or delete, this
paragraph shall constitute sufficient grounds to reject Vendor's Bid as nonresponsive.
2.4 IFB SCHEDULE
The table below shows the intended schedule for this IFB. The State will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue IFB State 06/03/2026
Hold Pre-Bid State 06/15/2026 at 11:00 AM ET
Meeting/Site
Visit
Submit Vendor 06/16/2026 at 4:00 PM ET
Written
Questions
Provide State 06/18/2026
Response to
Questions
Submit Bids Vendor 06/24/2026 at 2:00 PM ET
Microsoft Teams meeting
Join:
https://teams.microsoft.com/meet/29762959277587?p=bORdF2NFhX51txdBWr
Meeting ID: 297 629 592 775 87
Passcode: HK2bP6kj
Need help? | System reference
Dial in by phone
+1 984-204-1487,,780706123# United States, Raleigh
Find a local number
Phone conference ID: 780 706 123#
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Bid Number: 30-26337-EIPD Vendor: __________________________________________
Join on a video conferencing device
Tenant key: ncgov@m.webex.com
Video ID: 118 747 377 0
More info
Contract State TBD
Award
2.5 MANDATORY SITE VISIT
Date & Time: 06/15/2026 at 11:00 AM
Location: 2832 Neuse Blvd., New Bern, NC 28562
Contact : Mariah Willoughby - 252-649-6720 - Email: mariah.willoughby@dhhs.nc.gov
Instructions: It shall be MANDATORY that a representative from each Vendor be present for a pre-bid 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 BID 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 BID 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 IFB. 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 IFB.
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.
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 IFB SCHEDULE
Section of this IFB. Vendors will enter "IFB # 30-26337-EIPD - Questions" as the subject of the message. Question
submittals should include a reference to the applicable IFB 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
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Bid Number: 30-26337-EIPD Vendor: __________________________________________
to this IFB. No information, instruction or advice provided orally or informally by any State personnel, whether made in
response to a question or otherwise in connection with this IFB, shall be considered authoritative or binding. Vendors
shall rely only on written material contained in the IFB and an addendum to this IFB.
2.7 BID SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will not be opened or considered, and will be
automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to unintended or
unanticipated delay. It is the Vendor's sole responsibility to ensure its bid has been received as described in this IFB by the specified
time and date of opening. Failure to submit a bid in strict accordance with instructions provided shall constitute sufficient cause to
reject a Vendor's bids(s). Solicitation responses are subject to Sealed Bidding requirements.
Vendor's bids 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.
5. Only Bids submitted through the Content Section of the Ariba Sourcing Event will be considered. Bids submitted through
the Message Board will not be accepted or considered for award.
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.
If the Vendor does not provide a redacted version of the bid with its bid submission, the Department may release an unredacted
version if a record request is received.
2.8 BID CONTENTS
Vendors shall provide responses to all questions and complete all attachments for this IFB 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 Bid, in the State's sole discretion.
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