10-IFB-2231573046-PLK-Refrigerated Trailers-Food Distribution.pdf

STATE OF NORTH CAROLINA

Department of Agriculture and Consumer Services

Invitation for Bid #: 10-IFB-2231573046-PLK

REFRIGERATED TRAILERS

Date Issued: June 19, 2026

Bid Opening Date: July 1, 2026

At 2:00PM ET

Direct all inquiries concerning this IFB to:

Patsy Kinney

Procurement Specialist III

Email: patricia.kinney@ncagr.gov

Phone: 919-707-3271

Ver. 11/2025

Invitation for Bids #

10-IFB-2231573046-PLK

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

Ver: 11/2025 1

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 it 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 is 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 below. 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 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:

Department of Agriculture and Consumer Services

Refer ALL Inquiries regarding this IFB to:

The Procurement Lead through the Message

Board in the Sourcing Tool. See section 2.6 for details:

Invitation for Bids # 10-IFB-2231573046-PLK

Bids will be publicly opened: July 1, 2026, at 2:00 pm ET

Using Agency: NCA&CS-Food Distribution Commodity No. and Description:251817/Product and Material Trailers

Requisition No.: RQ278886 & RQ279050

Bid Number: 10-IFB-2231573046-PLK Vendor: ____________________________________

Ver: 11/2025 2

FOR STATE USE ONLY: Offer accepted and Contract awarded this ____ day of _______________, 20____, as indicated on the attached certification, by ______________________________________________________

VALIDITY PERIOD

Offer shall be valid for at least sixty (90) days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual agreement in writing 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.

(Authorized Representative of NCDA&CS)

Ver: 11/2025 3

1.0 PURPOSE AND BACKGROUND

1.1 CONTRACT TERM

2.0 GENERAL INFORMATION

2.1 INVITATION FOR BID DOCUMENT

2.2 E-PROCUREMENT FEE

2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS

2.4 IFB SCHEDULE

2.5 BID QUESTIONS

2.6 BID SUBMITTAL

2.7 BID CONTENTS

2.8 ALTERNATE BIDS

2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND BID EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 BID EVALUATION PROCESS

3.4 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 PRICING

4.2 PRODUCT IDENTIFICATION

4.3 TRANSPORTATION AND IDENTIFICATION

4.4 DELIVERY AND INSTALLATION

4.5 AUTHORIZED RESELLER

4.6 WARRANTY

4.7 DESCRIPTIVE LITERATURE

4.8 HUB PARTICIPATION

4.9 REFERENCES

4.10 VENDOR’S REPRESENTATIONS

4.11 FINANCIAL STABILITY

4.12 AGENCY INSURANCE REQUIREMENTS MODIFICATION

4.13 SECRETARY OF STATE REGISTRATION

4.14 SUSTAINIBILITY EFFORTS

5.0 PRODUCT SPECIFICATIONS

SPECIFICATIONS

5.2 CERTIFICATION AND SAFETY LABELS

5.3 DEVIATIONS

6.0 CONTRACT ADMINISTRATION

6.1 CONTINUOUS IMPROVEMENT

6.2 INVOICES

6.3 DISPUTE RESOLUTION

6.4 PRODUCT RECALL

6.5 CONTRACT CHANGES

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6.6 ATTACHMENTS

ATTACHMENT A: PRICING

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1.0 PURPOSE AND BACKGROUND

The North Carolina Department of Agriculture Division of Food Distribution is seeking to purchase refrigerated trailers to store USDA food. The request is for:

One(1) 40’ trailer

Three(3) 40’ trailers with liftgate

One(1) 48’ trailer with liftgate

Three(3) 48’ trailers

The Food Distribution Division contributes to the nutritional well-being of the citizens of North Carolina by distributing USDA Foods to eligible Recipient Agencies. Food Distribution administers six food programs for USDA.

Food Distribution operates two state warehouses for the purpose of distributing all USDA Foods allocated to six different programs in North Carolina. Also, Food Distribution operates two small warehouses which distributes food to eligible individuals participating in specific programs.

The Butner Warehouse is located in Granville County. It has 60,000 square feet of dry storage, 20,000 coolers and freezer, also 6,000 square feet that houses division's administrative offices.

The Salisbury Warehouse is located in Rowan County. It has 40,000 square feet of dry storage, and 7,500 square feet cooler freezer.

The intent of this solicitation is to award an Agency Specific Contract.

To comply with Governor Cooper’s Executive Order 80 (October 2018), North Carolina’s Commitment to Address Climate Change and Transition to a Clean Energy Economy, the contract resulting from this solicitation intends to provide sustainability features in accordance with industry standards.

1.1 CONTRACT TERM

“This is a one-time purchase. The term begins upon execution of the award and ends upon completion and acceptance of all requirements within the scope of work described in section Product Specifications 5.0.”

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: This is an NC eProcurement solicitation facilitated by the Ariba Network. 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/.

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.

http://eprocurement.nc.gov/

Ver: 11/2025 6

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 and amendment of specific provisions of the Contract that have been addressed during the question-and-answer period.

Other than through the process of negotiations 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 to during negotiations and incorporated by way of a

Best and Final Ofer (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 June 19, 2026

Submit Written Questions Vendor June 24, 2026, by 10:00am ET

Provide Responses to

Questions

State June 25, 2026

Submit Bids Vendor Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/21727293951081?p=QlvENBKS8TCeFtpfqo

Meeting ID: 217 272 939 510 81

Passcode: Rj7KL9i6

Need help? | System reference

Dial in by phone

+1 984-204-1487,,487092101# United States, Raleigh

Find a local number

Phone conference ID: 487 092 101#

Join on a video conferencing device

Tenant key: ncgov@m.webex.com

Video ID: 117 872 056 2

More info

Contract Award State TBD https://teams.microsoft.com/meet/21727293951081?p=QlvENBKS8TCeFtpfqo https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDMwMzc3MWEtYTIzMy00NGIzLWFhMmYtYzU0ZDY1OGM4M2Q2%40thread.v2/0?context=%7b%22Tid%22%3a%227a7681dc-b9d0-449a-85c3-ecc26cd7ed19%22%2c%22Oid%22%3a%22bdfb92d6-7273-4760-b976-fcd4ac7e4fd0%22%7d tel:+19842041487,,487092101 https://dialin.teams.microsoft.com/c102d528-0544-4660-b869-294e85047e28?id=487092101 https://www.webex.com/msteams?confid=1178720562&tenantkey=ncgov&domain=m.webex.com

Ver: 11/2025 7

2.5 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 # 10-IFB-2231573046-PLK – 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 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.

2.6 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 bid(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 responses 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.

https://eprocurement.nc.gov/training/vendor-training

Ver: 11/2025 8

2.7 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.

Vendors shall upload 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 Bid Number.

b) Completed and signed version of EXECUTION PAGES, along with the body of the IFB.

c) Signed receipt pages of any addenda released in conjunction with this IFB, if required to be returned.

d) Vendor Response, All are Required to be Attached and Returned

a. 4.5 Authorized Dealer (check boxes)

b. 4.6 Warranty (check boxes and fill in)

c. 4.7 Descriptive Literature (vendor determined format)

d. 4.12 Agency Insurance Requirements Modification (fill in)

e. 4.13 SOS Registration (check box and fill in)

f. 4.14 Sustainability Efforts (vendor determined format)

g. 5.1 Implementation and Communication Plan (vendor developed format)

h. 5.2 Customer Services (vendor developed format)

i. 5.3 Deviations (fill in)

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 G: CERTIFICATION OF FINANCIAL CONDITION

i) Completed and signed version of ATTACHMENT H: VENDOR REQUEST FOR EO50 PRICE-MATCHING, if applicable

2.8 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 bids must specifically identify the IFB requirements and advantage(s) addressed by the alternate bid. Each bid must be for a specific set of Goods and Services and must include specific pricing. Each bid must be complete and independent of other bids offered. If a Vendor chooses to respond with various offerings, Vendor shall follow the specific instructions for uploading Alternate Bids in the Sourcing Tool

2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

Relevant definitions for this IFB are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found Sourcing Tool, which are incorporated herein by this reference.

The following definitions, acronyms, and abbreviations are also relevant to this IFB:

Ver: 11/2025 9

3.0 METHOD OF AWARD AND BID EVALUATION PROCESS

3.1 METHOD OF AWARD

North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all award decisions shall be in the State’s best interest.

All responsive bids will be reviewed, and award(s) will be based on the responsive bid(s) offering the lowest price that meets the specifications provided herein, to include any required verifications set out herein, such as but not limited to past performance, references, and financial documents..

While the intent of this IFB is to award a Contract(s) to a single Vendor for all line items the State reserves the right to make separate awards to different Vendors for one or more line items, to not award one or more line items or to cancel this IFB in its entirety without awarding a Contract, if it is considered to be most advantageous to the State to do so.

If a Vendor selected for award is determined by the State to be a non-resident of North Carolina, all responsive bids will be reviewed to determine if any of them were submitted by a North Carolina resident Vendor who requested an opportunity to match the price of the winning bid, pursuant to Executive Order #50 and G.S. 143-59 (for more information, please refer to ATTACHMENT H:

VENDOR REQUEST FOR EXECUTIVE ORDER #50 PRICE MATCHING. If such bid(s) are identified, the State will then determine whether any such bid falls within the price-match range, and, if so, make a Contract award in accordance with the process that implements G.S. 143-59 and Executive Order #50.

The State reserves the right to waive any minor informality or technicality in bids received.

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

While this IFB is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging in conversations intended to influence the outcome of the evaluation. See the Paragraph of the Instructions To Vendors entitled

COMMUNICATIONS BY VENDORS.

Each Vendor submitting a bid to this IFB, including its employees, agents, subcontractors, suppliers, subsidiaries and affiliates, is prohibited from having any communications with any person inside or outside the using agency; issuing agency; other government agency office or body (including the purchaser named above, any department secretary, agency head, members of the General Assembly and Governor’s office); or private entity, if the communication refers to the content of Vendor’s proposal or qualifications, the content of another Vendor’s proposal, another Vendor’s qualifications or ability to perform a resulting contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of proposals, the award of a contract, or both.

Any Vendor not in compliance with this provision shall be disqualified from evaluation and award. A Vendor’s proposal may be disqualified if its subcontractor and/or supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement until the date of contract award or cancellation of the procurement). Only those discussions, communications or transmittals of information authorized or initiated by the issuing agency for this IFB or inquiries directed to the purchaser named in this IFB regarding requirements of the IFB (prior to proposal submission) or the status of the award (after submission) are excepted from this provision.

3.3 BID EVALUATION PROCESS

Only responsive submissions will be evaluated.

The State will conduct an evaluation of responsive Bids, as follows:

Bids will be received according to the method stated in the Bid Submittal section above.

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All bids must be received by the issuing agency not later than the date and time specified in the IFB SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the State reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the State.

At the date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum, the bids from each responding

Vendor will be opened publicly and all offers (except those that have been previously withdrawn, or voided bids) will be tabulated. The tabulation shall be made public at the time it is created. When negotiations after receipt of bids are authorized pursuant to G.S. 143-49 and 01 NCAC 05B.0503, only the names of offerors and the Goods and Services offered shall be tabulated at the time of opening. Cost and price shall become available for public inspection at the time of the award... Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor’s pricing position.

At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the bid. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all bids should be complete and reflect the most favorable terms available from the Vendor. Prices bid cannot be altered or modified as part of a clarification.

Bids will generally be evaluated, based on completeness, content, cost, and responsibility of the Vendor to supply the requested

Goods and Services. Specific evaluation criteria are listed in Section 3.1 METHOD OF AWARD.

Upon completion of the evaluation process, the State will make Award(s) based on the evaluation and post the award(s) to the electronic Vendor Portal (eVP), https://evp.nc.gov, under the IFB number for this solicitation. Award of a Contract to one Vendor does not mean that the other bids lacked merit, but that, all factors considered, the selected bid was deemed most advantageous and represented the best value to the State.

The State reserves the right to negotiate with one or more Vendors, or to reject all original offers and negotiate with one or more sources of supply that may be capable of satisfying the requirement, and in either case to require Vendor to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the State.

3.4 INTERPRETATION OF TERMS AND PHRASES

This IFB serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the State; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether bids should be evaluated or rejected, the State will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the State’s needs as described in the IFB. Except as specifically stated in the IFB, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the State exercising its discretion to reject a bid in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this IFB. By submitting a bid, the Vendor agrees to meet all stated requirements in this Section, as well as any other specifications, requirements, and terms and conditions stated in this IFB. If a Vendor is unclear about a requirement or specification or believes a change in a requirement would allow for the State to receive a better bid, the Vendor is encouraged to submit these items in the form of a question during the question-and-answer period in accordance with the Bid Questions Section above.

4.1 PRICING

Bid price shall constitute the total cost to the State for delivery fully assembled and ready for use, including all applicable charges for shipping, delivery, handling, administrative and other similar fees. Complete ATTACHMENT A: PRICING FORM and upload in the Sourcing Tool. The pricing provided in ATTACHMENT A, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract.

INVOICES MAY NOT BE PAID UNTIL AN INSPECTION HAS OCCURRED AND THE GOODS OR SERVICES ACCEPTED.

https://evp.nc.gov/

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4.1.1 Import Tariff Temporary Surcharge

Pricing shall be exclusive of any pending tariffs or temporary tariff surcharge. Vendor may request a temporary tariff surcharge in ATTACHMENT A: PRICING SUBMITTAL WORKBOOK as a charge separate from the contract price. Any temporary tariff surcharge(s) associated with purchases shall be provided by way of a percentage tariff surcharge. All tariff surcharges proposed are intended to be temporary and based on current tariff implications specific to related commodities with evidence of submitted documentation of affected MSRP products. Vendor understands that the agency may request additional justification. Any temporary tariff surcharge percentage will be negotiated and mutually agreed upon. The state is not obligated to accept any proposed import tariff surcharge. Proposed tariff surcharges may be used as a factor for evaluation and award.

4.2 PRODUCT IDENTIFICATION

SUITABILITY FOR INTENDED USE

Vendors are requested to offer only items directly complying with the specifications herein or comparable items which will provide the equivalent capabilities, features and diversity called for herein. The State reserves the right to evaluate all bids for suitability for the required use and to award the one best meeting requirements and considered to be in the State’s best interest.

4.3 TRANSPORTATION AND IDENTIFICATION

The Vendor shall deliver Free-On-Board (FOB) Destination to any requested location within the State of North Carolina with all transportation costs and fees included in the total bid price.

When an order is placed using a purchase order, the purchase order number shall be shown on all packages and shipping manifests to ensure proper identification and payment of invoices. If an order is placed without using a purchase order, such as via phone, the Buyer’s name shall be shown on all packages. A complete packing list shall accompany each shipment. Vendors shall not ship any products until they have received an order.

4.4 DELIVERY AND INSTALLATION

The Vendor shall deliver Free-On-Board (FOB) Destination to the following location(s):

FDB

1015 Food Distribution Drive

Creedmoor, NC 27522

919-572-4490

Vendor shall complete delivery by September 20, 2026.

4.5 AUTHORIZED RESELLER

The Vendor shall be authorized by the manufacturer to distribute or resell the products and/or maintenance offered in this IFB.

The Vendor shall provide a signed statement from the manufacturer confirming authorization upon request from the agency.

Failure to provide this statement shall constitute sufficient grounds for rejection of Vendor’s offer, at the discretion of the State.

Vendor is the: Manufacturer Dealer Reseller Distributor

Authorized: Yes No Attached Manufacturer’s Authority: Yes No

4.6 WARRANTY

Manufacturer’s standard warranty shall apply. Vendors shall include a copy of the manufacturer’s standard warranty with the bid response.

Vendor warrants that all equipment furnished under this IFB will be newly manufactured, of good material and workmanship. The warranty will apply from date equipment is put into operation for a minimum period of twelve (12) months or the length of the manufacturer’s warranty, whichever is longer. Such warranty shall cover the cost of all defective parts replacement, labor, freight, and technicians’ travel at no additional cost to the State, or as specified by the Procurement Entity herein. To the extent not

Ver: 11/2025 12 superseded by the terms of this paragraph, manufacturer’s warranty terms shall apply. Vendor’s warranty shall be at least the level of coverage provided for its comparable customers.

The report of a problem does not presuppose that every call must result in an “on-site” visit for service/repair. The Vendor and/or service sub-contractor shall utilize best efforts to resolve problems in a timely fashion by using acceptable servicing methods to include, but not limited to, verbal problem analysis and remote diagnosis. The warranty requirement does not impose any additional duty on the State to make other than normal and good faith problem resolution efforts or expenditures of time. Vendor shall be responsible for compliance with warranty terms by any third-party service provider. Vendor shall provide contact information for warranty service provider, below.

Vendor is authorized by manufacturer to repair equipment offered during the warranty period? YES NO

Will the Vendor provide warranty service? YES NO, a manufacturer-authorized third party will perform warranty service.

Contact information for warranty service provider:

Company Name: _______________________________________________

Company Address: _____________________________________________

Contact Person (name): _________________________________________

Contact Person (phone number): __________________________________

Contact Person (email): _________________________________________

4.7 DESCRIPTIVE LITERATURE

DESCRIPTIVE LITERATURE/CERTIFICATION

Each bid shall be accompanied by complete descriptive literature, specifications, certifications, and all other pertinent data necessary for thorough evaluation of the item(s) offered and sufficient to determine compliance of the item(s) with the specifications. Failure to include such information shall be a sufficient basis for rejection of the bid, at the discretion of the State.

4.8 HUB PARTICIPATION

Pursuant to North Carolina General Statute G.S. 143-48, it is State policy to encourage and promote the use of small, minority, physically handicapped, and women contractors in purchasing Goods and Services. As such, this IFB will serve to identify those

Vendors that are minority owned or have a strategic plan to support the State’s Historically Underutilized Business program by meeting or exceeding the goal of 10% utilization of diverse firms as 1st or 2nd tier subcontractors. Vendor shall complete

ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION.

4.9 REFERENCES

Vendors shall upload to the Sourcing Tool at least three (3) references, using ATTACHMENT E: CUSTOMER REFERENCE FORM, for which your company has supplied the exact model of equipment offered. References shall not be from the same company or from the soliciting State entity. In addition, Vendor shall provide references for and identify other government contracts it has received, for which your company has supplied the same or similar model of equipment offered. The State may contact these users to determine quality level of the offered equipment; as well as but not limited to user satisfaction with Vendor performance.

Information obtained may be considered in the evaluation of the bid.

4.10 VENDOR’S REPRESENTATIONS

If Vendor’s bid results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the State under the Contract. If any Services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor’s proper performance, provision and delivery of the Service and deliverables under a resulting

Contract, or are an inherent part of or necessary sub-task included within such service, they will be deemed to be implied by and included within the scope of the contract to the same extent and in the same manner as if specifically described in the Contract.

Ver: 11/2025 13

Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other Deliverables.

4.11 FINANCIAL STABILITY

As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to perform its obligations under the Contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this

Contract is not prohibited by any contract, or order by any court of competent jurisdiction

Each Vendor shall certify it is financially stable by completing the ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION. The

State is requiring this certification to minimize potential performance issues from Contracting with a Vendor that is financially unstable. This Certification shall be deemed continuing, and from the date of the Certification to the expiration of the Contract, the Vendor shall notify the State within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification.

4.12 AGENCY INSURANCE REQUIREMENTS MODIFICATION

A. Default Insurance Coverage from the General Terms and Conditions applicable to this Solicitation:

☐ Small Purchases

☐ Contract value in excess of the Small Purchase threshold, but up to $1,000,000.00

☒ Contract value in excess of $1,000,000.00

B. The Procurement Entity has conducted a risk assessment and determined that certain default coverage provisions in the North

Carolina General Terms and Conditions paragraph entitled Insurance, should be increased from the minimums stated. Increased or additional insurance coverage amounts for this Solicitation are as follows. Coverages not changed here remain as stated in the

General Terms and Conditions.

a) Employer’s Liability $_____________

b) Commercial General Liability $_____________ Combined Single Limit

c) Automobile $_____________ Bodily injury and property damage

$_____________ Uninsured/under insured motorist

$_____________ Medical payment

4.13 SECRETARY OF STATE REGISTRATION

Prior to entering into a contract with the State, the awarded Vendor(s) must complete registration with the NC Secretary of State.

Upon notification of award, the selected Vendor(s) must furnish evidence of filing within 10 business days. Failure to provide this documentation may result in the disqualification of the Vendor(s) bid from further consideration for the award. No purchase orders shall be issued prior to confirmation of completed registration with the Secretary of State.

A contract award under the above-referenced solicitation, and the resulting purchase orders, will produce repeated orders and transactions in North Carolina and will constitute “transacting business” in the State, which requires a certificate of authority from the North Carolina Secretary of State as provided in G.S. §55-15-01 (corporations) or §57D-7-01 (LLCs). Please go to:

https://www.sosnc.gov/ to register.

Vendor has registered with the North Carolina Secretary of State: Yes☐ No ☐ SOS ID# __________________ https://www.sosnc.gov/

Ver: 11/2025 14

4.14 SUSTAINIBILITY EFFORTS

According to G.S. 143-58.2, it is the policy of this State to encourage and promote the purchase of products with recycled content and to purchase items that are reusable, refillable, repairable, more durable, and less toxic to the extent that the purchase or use is practicable and cost effective. The bid must describe how environmental requirements which relate to clear labeling of the environmental/sustainability attributes (e.g. environmental certifications, total and post-consumer recycled content, etc.) of products in the proposed product catalogs, demonstrating the ability to run usage reports that include information about each product’s environmental/sustainability attributes, packaging and recycling of spent products.

5.0 PRODUCT SPECIFICATIONS

All Trailers must have Payload Capacity of 55,000Lbs evenly distributed and 65,000 Lbs GVWR

One (1) 40’ Refrigerated Trailers with NO liftgate Three (3) 40’ Refrigerated Trailer with liftgate One (1) 48’ Refrigerated Trailer with liftgate Three (3) 48’ Refrigerated Trailers with NO liftgate Each trailer must come with all the options below added

SPECIFICATIONS

The specific items and any specifications that the Procurement Entity is seeking are listed below. Items offered by the Vendor must meet or exceed the listed Specifications.

Line# Specifications-

Product Meets Specifications

FRONT SUBFRAME

1 Exterior Approach Plate Reinforcing Angle YES NO

FRAME-RAILS-CROSSMEMBERS

2 4” STEEL CMENS on 12” C/L FULL LEN FWD OF STD RR 34” REINF RETAINS STD AL CMENS

BTWNH FRT SB & LEGS

YES NO

SUSPENSIONS/AXLES/ACTUATION

3 HENDRICKSON SURELOK ANTI-DOCK WALK DEVICE YES NO

4 HEND TIREMAAX PRO TIRE INFL SYS W/WARN LIGHT ON FRONT CORNER “RETAINS CONMET

8YR WARRANTY

YES NO

FRONT WALL

5 PHILLIPS PERMALOGIC SINGLE FUNCTION RCPT-BOX/BRAKE ACTIVATED RELAY

SWITCH/INDICATOR LIGHT;WITHOUT TIMER

YES NO

6 INSTALL CUSTOMER FURNISHED MAGNET SHUT OFF SWITCH AND HARNESS @SIDE DOOR

ON LOCK SIDE (FOR T.K.UNIT)

YES NO

SIDE WALL

7 .050 ALUMINUM FLAT SIDE PANELS YES NO

Ver: 11/2025 15

8 1” STD DUTY EXTRU ALUMINUM J SHAPE SIDE POSTS ON 16”C/L REAR OF SUPPORT LEGS YES NO

9 PROTECTION PLATE (1/8” X 8”X8” ALUMINUM PLATE)MTD ON SIDE WALL TO PROTECT

AGAINST SIDE DOOR HANDLE IMPACT

YES NO

REAR DOORS

10 WHITING 2-1/8” COLDSAVER INSULATED ROLL-UP DOOR WITH PPW ALUMINUM FACE YES NO

11 INSIDE RELEASE HANDLE/LOCK KEEPER SAFETY RELEASE FOR WHITING ROLL-UP DOOR YES NO

12 EXTRUDED ALUMINUM TRACK GUARD FOR ROLL -UP DOOR YES NO

13 BRUSH TYPE SIDE SEALS FOR ROLL UP REAR DOOR YES NO

14 HOLD OPEN/LATCH OPEN LOCK DEVICE FOR ROLL -UP REAR DOOR YES NO

SIDE DOORS

15 ANT-DRIP LIP AT REAR HEADER YES NO

16 SIDE DOOR TYPE “A” AT SPECIAL LOCATION YES NO

17 SAFETY RELEASE @ SIDE DOOR TO BE RECESSED BEHIND EACH SIDE DOOR WEARBAND YES NO

18 MILD STEEL RETRACTING SIDE DOOR STEP WITH EXPANDED METAL ON STEP YES NO

19 (1)RECESS D-RING AND CHAIN WITH CLIP AT SIDE DOOR FOR USE WITH PLATFORM YES NO

20 SAFEFLEET FDP4128HL ALUM SLIDING PLATFORM AND LADDER W/PLATFORM MTD SAFETY

HANDLE@TYPE “D” SIDE DR

YES NO

21 (1)36”VERTICAL BOLT-ON CHROME PLATED GRABHANDLE AT SIDE DOOR ON THE LOCK ROD

SIDE

YES NO

22 (1(VERTICLE SST GRABHANDLE @SIDE DOOR, WELDED TO TOP &BOTTOM LOCK SOCKETS

(BOLTED TO SIDE DOOR POST)

YES NO

FLOOR

23 1-3/8” NOM EXTRU ALUM HIGH WEAR DRY FRT FLOOR KNURLED YES NO

INSULATION

24 3” SIDE WALL INSULATION YES NO

Ver: 11/2025 16

25 3-1/2” ROOF INSULATION FOR USE WITH REMOTE EVAP(S) ONLY YES NO

26 15-128-14:3” SIDE DOOE INSULATION-Quantity of 2 YES NO

LINING

27 12” EXTRA HEWIGHT EXTRUDED ALUM STD DUTY WEARBAND TOTAL OF 22” INCLUDE

REINFORCING BEHIND WEARBAND

YES NO

28 (1) ROW SERIES “E” GALV RECESS MTD LOG TRACK ON SIDE WALLS YES NO

29 F/G RE-FLEX MOVABLE HINGED BULKHEAD WITH (2) ROWS “E” STRAP YES NO

LIGHTING AND ELECTRICAL SYSTEMS

30 INSTALL CUSTOMER FURNISHED DOMELIGHT IN LIFTGATE HEADER KIT “MUST STATE

WIRING INSTRUCTIONS”

YES NO

31 GROTE 24-DIODE SYNC SMART DOMELT W/MOTION SNSR REC MTD IN CEILING

PERPENDICULAR TO S/WALL (SWITCH REQUIRED)

YES NO

32 GROTE #64M11-5 LOED EXT LGT MTD ON TOP RAIL C/L SIDEDOOR W/8 GA SST BRKT W/45”

COVER & FUSE

YES NO

33 MOMENTARY SWITCH FOR DOME/SPOT LIGHTS RECESS IN INTERIOR AT SIDE DOOR YES NO

34 MOMENTARY SWITCH FOR DOME/SPOT LIGHTS RECESS MTD IN INTERIOR AT SIDE DOOR YES NO

35 ALL APPLICABLE LIGHTS REFLECTORS ATTACHED WITH SCREWS & NUTS TO BE ATTACXHED

W/SST SCREWS/NUTS

YES NO

36 12GA SST FULL SIZE LICENSE PLATEBRACKET, INCLUDES (4)BOLT MTG HOLES YES NO

MISCELLANEOUS

37 (1) C/S TIRE CARRIER FOR (1) MAX 12” NOM STD TIRE &wheel assy w/chain & hook securement

YES NO

38 Trucklite #97960 round permit holder mtd on front wall YES NO

39 FHWA INSPECTION REPORT COPY EMAILED TO DEALER SALESPERSON FOR EACH UNIT YES NO

40 OMIT BASE SPEC UTM USS 120-A-4 AERODYNAMIC SIDESKIRTS YES NO

TIRES AND WHEELS

41 22.5X8.25 ALUMINUM CMB ACCURIDE 10HP ACCU-LITE #43644XP EXTRA POLISH

OUT#43644SP STD POL INNER;10HH

YES NO

Ver: 11/2025 17

REFRIGERATION UNIT SPECIFICATIONS

Product Meets Specifications

EPA CARB compliant engine

Unit battery

50 Gallon fuel tank

Prefiltered diesel fuel system

Remote shallow rear evaporator located within 12’ of rear do YES NO

65W 12V Solar charger (top mount)

480 Shore power at rear with receptacle YES NO

Two (2) door sensors

Fuel sensor/temperature display

Air return bulkhead

Load watch Telematics with 24-hour access to load monitoring with mobile access YES NO

Five (5) year data plan at no monthly premium for local and long-term cloud storage

COMPLETELY INSTALLED

For Trailers requiring liftgate the below options must also be included

LIFTGATE SPECIFICATIONS

Product Meets Specifications

CAPACITY 5500 LBS. YES NO

VEHICLE TYPE TRAILER YES NO

Ver: 11/2025 18

FRAME FINISH GALVANIZED YES NO

MOUNTING

TYPE

BOLT ON STAINLESS YES NO

OVERALL WIDTH 102” OAW,88”PLATFORM WIDTH YES NO

FRAME LIGHTS R/R LIGHTS PER SIDE YES NO

PLATFORM

DEPTH

84” DEEP YES NO

PLATFORM

MATERIAL

ALUMINUM-KNURLED YES NO

RAMP STYLE 16” FOLDING ALUMINUM RAMP YES NO

TRAILER

LENGTH

GREATER THAN 42’ (26’ HOSE/HARNESS) YES NO

POWER KIT 36’ SINGLE AND DUAL POLE YES NO

PUMP OPTION DUAL PUMP POWER DOWN,GRAVITY SWITCH,GALVANIZED YES NO

AUX CHANGING

KIT

NONE YES NO

BATTERIES VENDOR TO SUPPLY AND COMPLETELY INSTALL YES NO

5.2 CERTIFICATION AND SAFETY LABELS

All manufactured items and/or fabricated assemblies subject to operation under pressure, operation by connection to an electric source, or operation involving a connection to a manufactured, natural, or LP gas source shall be constructed and approved in a manner acceptable to the appropriate state inspector which customarily requires the label or re-examination listing or identification marking of the appropriate safety standard organization; such as the American Society of Mechanical Engineers for pressure vessels; the Underwriters Laboratories and /or National Electrical Manufacturers’ Association for electrically operated assemblies; or the American Gas Association for gas operated assemblies, where such approvals of listings have been established for the type of device offered and furnished. Further, all items furnished shall meet all requirements of the Occupational Safety and Health Act (OSHA), and state and federal requirements relating to clean air and water pollution.

5.3 DEVIATIONS

The nature of all deviations from the Specifications listed herein shall be clearly described by the Vendor. Otherwise, it will be considered that items offered by the Vendor are in strict compliance with the Specifications provided herein, and the successful

Vendor shall be required to supply conforming goods. Deviations shall be explained in detail below or on an attached sheet.

However, no implication is made or intended by the State that any deviation will be acceptable. Do not list objections to the North

Carolina General Terms and Conditions in this section.

Ver: 11/2025 19

6.0 CONTRACT ADMINISTRATION

All Contract Administration requirements are conditioned on an award resulting from this solicitation. This information is provided for the Vendor’s planning purposes

6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

The Vendor shall be required to designate and make available to the State a Contract Manager. The Contract Manager shall be the State’s point of contact for contract related issues and issues concerning performance, progress review, scheduling, and service.

Contract Manager Point of Contact

Name:

Office Phone #:

Mobile Phone #:

E-mail:

The Vendor shall be required to designate and make available to the State for customer service. The customer service point of contact shall be the State’s point of contact for customer service-related issues including purchase order placement, order updates and other operational questions and topics.

Customer Service Point of Contact

Name:

Office Phone #:

Mobile Phone #:

E-mail:

6.1 CONTINUOUS IMPROVEMENT

The State encourages the Vendor to identify opportunities to reduce the total cost the State. A continuous improvement effort consisting of various ideas to enhance business efficiencies as performance progresses.

6.2 INVOICES

Vendor shall invoice the Procurement Entity. The standard format for invoicing shall be Single Invoices meaning that the Vendor shall provide the Procurement Entity with an invoice for each order. Invoices shall include detailed line-item information to allow

Procurement Entity to verify pricing at point of receipt matches the correct price from the original date of order. At a minimum, the following fields shall be included on all invoices:

Vendor’s Billing Address, Customer Account Number, NC Contract Number, Order Date, Buyer’s Order Number, Manufacturer Part

Numbers, Vendor Part Numbers, Item Descriptions, Price, Quantity, and Unit of Measure.

Ver: 11/2025 20

INVOICES MAY NOT BE PAID UNTIL AN INSPECTION HAS OCCURRED AND THE GOODS ACCEPTED.

6.3 DISPUTE RESOLUTION

During the performance of the Contract, the Parties agree that it is in their mutual interest to resolve disputes informally. Any claims by the Vendor shall be submitted in writing to the State’s Contract Manager for resolution. Any claims by the State shall be submitted in writing to the Vendor’s Project Manager for resolution. The Parties shall agree to negotiate in good faith and use all reasonable efforts to resolve such dispute(s).

During the time the Parties are attempting to resolve any dispute, each shall proceed diligently to…