13-DOA2334873213-POST.pdf

STATE OF NORTH CAROLINA

Department of Administration

Invitation for Bid #: 13-DOA2334873213

Window Cleaning Services

Date of Issue: September 28, 2026

Bid Opening Date: October 9, 2026

At 2:00 PM ET

Direct all inquiries concerning this IFB to:

Sandra Bryant

Procurement Specialist

Email: Sandra.bryant@doa.nc.gov

Phone: 984-236-0075

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Invitation for Bid #

13-DOA2334873213

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

Bid Number: 13-DOA2334873213 Vendor: __________________________________________

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Refer ALL Inquiries regarding this IFB to the procurement lead through the Message Board in the Sourcing Tool. See section 2.6 for details:

Sandra Bryant

Invitation for Bid No.: 13-DOA2334873213 Bids will be publicly opened: October 9, 2026 at 2:00 pm

Using Agency: Facility Management Division Commodity No. and Description: 721540 - Specialty Building and Trades Services Requisition No.: 2334873213

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):

Department of Administration

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PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:

VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL:

VALIDITY PERIOD

Offer shall be valid for at ninety (90) 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 Department of Administration)

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Contents

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 OPENING

2.6 BID QUESTIONS

2.7 BID SUBMITTAL

2.8 BID CONTENTS

2.9 ALTERNATE BIDS

2.10 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 PERFORMANCE OUTSIDE THE UNITED STATES

3.5 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 PRICING

4.2 VENDOR CERTIFICATIONS

4.3 FINANCIAL STABILITY

4.4 REFERENCES

4.5 BACKGROUND CHECKS

4.6 PERSONNEL

4.7 VENDOR’S REPRESENTATIONS

4.8 AGENCY INSURANCE REQUIREMENTS MODIFICATION

4.9 SUBCONTRACTORS

4.10 SECRETARY OF STATE REGISTRATION

5.0 SPECIFICATIONS AND SCOPE OF WORK

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5.1 SPECIFICATIONS

5.1.1 WORK SCHEDULE

6.0 CONTRACT ADMINISTRATION

6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

6.2 INVOICES

6.3 POST AWARD BUSINESS REVIEW MEETINGS

6.4 CONTINUOUS IMPROVEMENT

6.5 PERIODIC REPORTS

6.6 ACCEPTANCE OF WORK

6.7 TRANSITION ASSISTANCE

6.8 DISPUTE RESOLUTION

6.9 CONTRACT CHANGES

6.10 ATTACHMENTS

ATTACHMENT: PRICING FORM

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1.0 PURPOSE AND BACKGROUND

The North Carolina Department of Administration (DOA), Facility Management Division (FMD), seeks a qualified vendor to provide window cleaning services on an as- needed basis, in accordance with the Scope of Work specified in this Invitation for Bid (IFB). The purpose of this contract is to preserve and maintain the cleanliness of the windows of property managed by DOA-FMD. All work performed under this contract shall be in locations within the jurisdiction of the State of North Carolina, the DOA-FMD in Wake County.

The intent of this solicitation is to award an Agency Specific Contract, where no minimum or maximum quantities of services are guaranteed. Orders will be placed at the time of need at the awarded Vendor’s proposed rates.

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”).

At the end of the Contract’s initial term, the State shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to two (2) additional one-year terms. The State will give the Vendor written notice of its intent to exercise each option no later than thirty (30) days before the end of the Contract’s then-current term. In addition to any optional renewal terms, and with the Vendor’s concurrence, the State reserves the right to extend the Contract after the last active term.

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 quotes, participate in Sourcing Events, and collaborate with buyers on contract documents.

For training on how to use the Sourcing Tool to view solicitations, submit questions, develop responses, upload documents, and submit offers to the State, Vendors should go to the following site:

http://eprocurement.nc.gov/training/Vendor-training.

2.3 NOTICE TO VENDORS REGARDING 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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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 September 28, 2026

Submit Written Questions Vendor September 30, 2026@2:00 pm

Provide Response to Questions State October 1 , 2026

Submit Bids Vendor October 9, 2026 AT 2:00 pm

Contract Award State TBD

2.5 BID OPENING

The Department of Administration will be conducting live bid openings over conference call. Below is the call-in information for this procurement’s bid opening scheduled for October 9, 2026 at 2:00 pm.

Microso Teams mee ng

Join: h ps://teams.microso .com/meet/238848628201187?p=pWa9E1eLQPh1rsN5TU Mee ng ID: 238 848 628 201 187 Passcode: nb9wT9st

Need help? | System reference Dial in by phone +1 984-204-1487,,21210349# United States, Raleigh Find a local number Phone conference ID: 212 103 49# Join on a video conferencing device Tenant key: ncgov@m.webex.com

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Video ID: 111 070 689 2 More info For organizers: Mee ng op ons | Reset dial-in PIN

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 # 13-DOA2334873213– 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 EST to 5:00 PM EST.

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 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.

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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.

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 all 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’s Response to: SECTION 4.2 Certifications and SECTION 4.8 B AVIATION /UAS Liability Insurance.

e) Completed version of ATTACHMENT: PRICING

f) Completed and signed version of ATTACHMENT CUSTOMER REFERENCE FORM

g) Completed and signed version of ATTACHMENT: LOCATION OF WORKERS UTILIZED BY VENDOR

h) Completed and signed version of ATTACHMENT: CERTIFICATION OF FINANCIAL CONDITION

2.9 ALTERNATE BIDS

Unless provided otherwise in this IFB, Vendor may submit alternate bids for comparable Goods, various methods or levels of Service(s), or that propose different options. Alternate bid must specifically identify the IFB requirements and advantage(s) addressed by the alternate bid. Each bid must be for a specific set of Goods and Services and must include specific pricing. If a Vendor chooses to respond with various offerings, Vendor shall follow the specific instructions for uploading Alternate Bids in the Sourcing Tool.

2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

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

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

DOA: Department of Administration

FMD: Facility Management Division

FAA: Federal Aviation Administration

CGL: Commercial General Liability

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BASP: Building Access Safety Professional

UAS: Unmanned Aircraft System

CWC: Certified Window Cleaner

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 an award or awards 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 here in such as but not limited to past performance, references, and financial documents.

For evaluation purposes, cost will be determined using the Vendors proposed labor rates for each item listed in Attachment:

Pricing Form using eight (8) hours of Standard Rate and eight (8) hours of Emergency Services Rates. This total is summed across all seven rate categories listed in Pricing Form Attachment (Supervisor, Crew, Rope Descent, Pole Method, Construction Cleanup, Special Event, and Drone Cleaning).

While the intent of this IFB is to award a Contract(s) to a single Vendor, 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.

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 Paragraph 29. of the Instructions to Vendors entitled COMMUNICATOINS 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 procurement lead 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 bid 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 procurement lead 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.

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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.

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 is 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 PERFORMANCE OUTSIDE THE UNITED STATES

Vendor shall complete ATTACHMENT: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this IFB, the State may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the State:

a) Total cost to the State

b) Level of quality provided by the Vendor

c) Process and performance capability across multiple jurisdictions

d) Protection of the State’s information and intellectual property

e) Availability of pertinent skills

f) Ability to understand the State’s business requirements and internal operational culture

g) Particular risk factors such as the security of the State’s information technology

h) Relations with citizens and employees

i) Contract enforcement jurisdictional issues

3.5 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

Ver: 07/2026 11 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 to a requirement would allow for the State to receive a better bid, the Vendor is urged 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 complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, transportation, administrative and other similar fees.

Complete ATTACHMENT: PRICING FORM within this document and upload in the Sourcing Tool. The pricing provided in ATTACHMENT, 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.

4.2 VENDOR CERTIFICATIONS

Vendor must be capable of window cleaning of facilities with multiple buildings, multiple sites, and multiple floors (stories) and conducting multiple projects simultaneously. All work performed must conform to all applicable codes within the jurisdiction where the work is to be performed. The Vendor shall submit with its bid a BASP Certification, CWC Certified Window Cleaner certification, and an FAA Part 107 Remote Pilot Certificate (for every operator assigned to the property) to complete the tasks outlined in this contract.

4.3 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 ATTACHMENT: CERTIFICATION OF FINANCIAL CONDITION. The State is requiring this certification to minimize potential issues from contracting with a Vendor that is financially unstable.

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. The Contract Manager may require annual recertification of the Vendor’s financial stability.

4.4 REFERENCES

Vendor shall upload to the Sourcing Tool at least three (3) references, using ATTACHMENT: CUSTOMER REFERENCE FORM, for which it has provided services of similar size and scope to those proposed herein. 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 provided services of similar size and scope to those proposed herein.

The State may contact these users to determine whether the services provided are substantially similar in scope to those proposed herein and whether Vendor’s performance has been satisfactory. The information obtained may be considered in the evaluation of the Bid.

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4.5 BACKGROUND CHECKS

Any personnel or agent of Vendor performing Services under any Contract arising from this IFB may be required to undergo a background check at the expense of the Vendor, if so requested by the State.

4.6 PERSONNEL

Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner. “Professional manner” means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the State. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s).

Should the Vendor’s bid result in an award, the Vendor shall be required to agree that it will not substitute key personnel assigned to the performance of the Contract without prior written approval by the Contract Lead. Vendor shall further agree that it will notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor’s recommended substitute personnel. The State will approve or disapprove the requested substitution in a timely manner. The State may, in its sole discretion, terminate the Services of any person providing Services under this Contract. Upon such termination, the State may request acceptable substitute personnel or terminate the contract Services provided by such personnel.

4.7 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. 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.

4.8 AGENCY INSURANCE REQUIREMENTS MODIFICATION

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

☐ Small Purchases x 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. In addition to standard Commercial General Liability (CGL) and Workers' Compensation, the Contractor must maintain dedicated Aviation/UAS Liability Insurance with a minimum limit of $2,000,000 per occurrence. This policy must explicitly cover property damage, bodily injury, and privacy invasion claims resulting from drone operations, naming the Property Owner and Property Manager as Additionally Insured. Vendor must provide proof of this insurance with its response to this IFB.

4.9 SUBCONTRACTORS

No portion of the work shall be subcontracted without prior written consent of the State. In the event that the Vendor desires to subcontract some part of the work specified herein, the Vendor shall furnish with their bid the names, qualifications, and experience of their proposed subcontractors. The Vendor shall, however, remain solely and fully liable and responsible for the work done by its subcontractor(s) and shall assure compliance with all the requirements and specifications of the contract.

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4.10 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 ☐

5.0 SPECIFICATIONS AND SCOPE OF WORK

5.1 SPECIFICATIONS

Awarded Vendor(s) shall provide interior and exterior Window Cleaning Services in accordance with the tasks as specified below on an as needed basis.

5.1.1 WORK SCHEDULE

The Vendor shall clean windows of the State-managed buildings on an as needed basis. As individual projects arise, the DOA/FMD’s Contract Manager (or designee) and Vendor will negotiate the scope of work and fee to project authorization.

"As individual projects arise, the DOA/FMD Contract Manager (or designee) and the vendor will negotiate the project’s scope of work and associated fee for authorization."

‘The Vendor’s hourly rates shall be included in any project quotes submitted under this contract. Emergency Service Rates may apply when FMD requires completion by a specific date under strict restraints.

Project schedules and timetables may require work to be performed during off hours to include evenings and weekends. All work must be performed and completed without disrupting the normal business operations of the State of North Carolina business.

If anticipated weather precipitation, wind, or dusty conditions interfere with scheduled cleaning, the Vendor must notify FMD Contract Manager and reschedule at least one day before the original scheduled date. Such rescheduling shall not result in additional costs to DOA/FMD.

5.1.2 RESPONSE TIMES

Vendor shall guarantee a response time of seventy-two (72 calendar) hours from the time the FMD Contract Manager or designee places a call requesting a site visit and to obtain labor and material quotes under this contract. In the event of an emergency, vendor shall guarantee a response time of twenty-four (24) hours from calls placed by the FMD Contract Manager or designee to perform site visits and provide labor and material quotes under this contract.

5.2 TASK AND DELIVERABLES

Window Cleaning under this contract may involve multiple types of glass, including plexiglass or film covered glass. The Vendor shall always follow standard manufacturer- approved procedures and use chemicals appropriate for the specific type of glass being cleaned on a particular project. Window Cleaning is defined as removing all foreign deposits such as dirt, tape, adhesive, Ver: 07/2026 14 oxidation, scaling bird droppings, paint residue, and similar materials. All work must be performed without causing damage to property, including solar film caulking, glazing and window coverings. Service at any given location may not exceed six (6) consecutive days from start to finish (Monday through Saturday). Vendor must respond within 72 calendar hours when the Contract Manager contacts the Vendor when there is a building to be cleaned. In the event of an emergency, vendor shall guarantee a response time of twenty-four (24) hours from calls placed by the FMD Contract Manager or designee to perform site visits and provide labor and material quotes under this contract.

a) The Vendor must contact FMD Contract Manager to establish window cleaning priority and to arrange for site visits.

b) Work must be scheduled only in coordination with the FMD Contract Manager. The Vendor must have work signed off by the FMD Contract Manager at each location upon satisfactory completion. A minimum of two (2) weeks’ notice must be given to DOA/FMD prior to work being performed. The planned schedule must be approved by at least one

(1) week before the work is scheduled to begin. In the event of an emergency, vendor shall guarantee a response time of twenty-four (24) hours from calls placed by the FMD Contract Manager designee to perform site visits and provide labor and material quotes under this contract.

c) The Vendor must ensure all work is conducted in accordance with Occupational Safety and Health Administration (OSHA) safety regulations.

d) Window frames must be cleaned using appropriate product and rinsed clean. Surrounds of window frames must be cleaned of cobwebs, dirt and other soils.

e) Window ledges must be free of any overrun water, chemicals or dirt from cleaning operations.

f) The Vendor must ensure that materials used to clean the solar film causes no damage (See window tint care instructions, (Section 5.2.1). The nature of these windows is such that any scrubbing action may distort surface appearance. Windows must be cleaned using a lamb’s wool or similar microfiber applicator and rubber squeegee, thereby reducing the possibility of scratches, etc.

g) The cleaning of internal windows must be done in common areas such as hallways and open area, conference rooms, break rooms, and bathrooms only as specified. The Vendor will be responsible for moving and rearranging items as necessary.

h) The Vendor must be responsible for providing reach equipment such as ladders, booms and/or scissor lifts. Every effort must be made to prevent damage to floor and wall surfaces from such equipment . All equipment must meet OSHA requirements.

5.2.1 Window Cleaning Procedure: Regular Maintenance on Tinted Glass

a) Regular maintenance window cleaning on tinted glass is the same as non-tinted glass. When cleaning non-tinted glass use a mop and squeegee with Dawn Dish Soap (or a soap that is mild or heavily diluted solution) and a water fed pole with water and filtration system. The goal is to avoid any harsh chemicals that would damage the window tint.

b) Pre-mobilization observations must be noted to report any existing conditions of peeled or bubbling tint.

c) No harsh chemicals or abrasive pads/tools should be used on tint-side of glass.

d) Ammonia should never be used on tinted glass.

5.3 DRONE WINDOW CLEANING REQUIREMENTS

1. Mandatory Capability:

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The vendor must possess, maintain, and utilize specialized Unmanned Aircraft Systems (UAS), commonly referred to as a drone, specifically engineered for commercial exterior cleaning. These systems must be fully integrated with low-pressure chemical delivery systems (soft washing) and high-pressure water systems capable of servicing the building’s full vertical height where building height and site conditions permit. Where drone operation is unsuitable due to height, wind, airspace, or site conditions, the contractor shall use conventional access methods (lift, scaffold, or rope descent) to complete the work. Commercial-grade pressure washing system must be rated at a minimum of 4,000 PSI. The drone shall be purpose-built or manufacturer-approved for commercial exterior building cleaning. Drone cleaning capability is a mandatory Vendor qualification but is not the required default method for every project; conventional access methods remain an acceptable primary method where appropriate for the work.

2. Operational Standards:

a) Window Cleaning: Drone systems utilized for window cleaning must feature automated or precision-controlled pure-water/deionized water systems to produce a spot-free finish under normal conditions, without chemical residue. Areas failing to meet the specified cleaning standard shall be re-cleaned at no additional cost.

b) Power/Soft Washing: Drone systems utilized for facade or rooftop glass cleaning must be capable of precision-metered chemical application (surfactants/biocides) to eliminate organic growth, soot, and pollution staining without damaging sensitive architectural elements or glazing. Areas failing to meet the specified cleaning standard shall be re-cleaned at no additional cost.

c) Safety Tethering: Tethered drone systems are highly preferred for continuous power/fluid supply and enhanced physical control. If non-tethered systems are used, contractor must provide a detailed battery-management and fluid-replenishment protocol that ensures zero dropped payloads or unmanaged descents.

3. Vendor Qualifications & Compliance: UAS/Drone Regulatory Compliance and Qualifications:

a) FAA Compliance: The Vendor, and any sub-contractors, must operate strictly under Federal Aviation Administration (FAA) Part 107 regulations. The Contractor must provide proof of the current FAA Part 107 Remote Pilot Certificate for every operator assigned to the property. Vendor must secure all necessary FAA airspace authorizations or waivers required to legally fly the property's specific airspace prior to commencing work. Night operations no longer require a waiver (as of April 2021) but must comply with 14 CFR §107.29 — anti-collision lighting visible for 3 statute miles and current night-operations training. Flight over people under §107.39 requires separate FAA authorization where applicable.

b) Aviation Insurance: In addition to standard Commercial General Liability (CGL) and Workers' Compensation, the Contractor must maintain dedicated Aviation/UAS Liability Insurance with a minimum limit of $2,000,000 per occurrence. This policy must explicitly cover property damage, bodily injury, and privacy invasion claims resulting from drone operations, naming the Property Owner and Property Manager as Additionally Insured.

c) Site Safety & Privacy Protocols:

i.Flight Plan: Vendor must submit to the Contract Manager a written Flight Operations and Safety Plan prior to scheduling service, detailing pedestrian exclusion zones, drop-zone management, and emergency fail-safe procedures.

ii.Privacy Protection: Drones equipped with cameras for operational navigation must not record, store, or transmit footage of building interiors. Any data or imagery captured for quality assurance or structural inspection purposes remains the sole property of the Client and must be handled in strict accordance with the Client's (Building/Agency) privacy policies.

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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 State has designated the following roles and responsibilities to the individuals listed below for this contract once awarded:

PROCUREMENT LEAD: Representative of the agency identified on the first page of the Solicitation document who will correspond with potential Vendors concerning Solicitation issues, will contract with the Vendor providing the best offer to the State, and is the individual who will administer the Contract for the State.

Sandra.bryant@doa.nc.gov 984-236-0075

CONTRACT MANAGER: A representative of the agency or awarded vendor who ensures compliance with the contract terms and conditions while giving attention to the achievement of the stated output and outcome of the contract.

Michael Bernal: Michael.bernal@doa.nc.gov 984-236-0400

CONTRACT ADMINISTRATOR: A representative of the Agency who is responsible for the functions that are performed after all parties have signed a contract, including any modifications to the contract.

Department of Administration Fiscal Management Purchasing Office – 984-236-0070

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 #:

Email:

6.2 INVOICES

a) The Vendor must submit one monthly invoice via email to the Contract Manager.

b) Invoices must be submitted to the Contract Manager in digital form on the Vendor’s official letterhead stationery and must be identified by a unique invoice number. All invoice backup reports and spreadsheets must be provided in electronic format.

c) Invoices must bear the correct contract number and purchase order number to ensure prompt payment. The Vendor’s failure to include the correct purchase order number may cause delay in payment.

d) Invoices must include an accurate description of the work for which the invoice is being submitted, the invoice date, the period of time covered, the amount of fees due to the Vendor, and the original signature of the Vendor’s project manager.

e) All invoices must be submitted to the Contract Manager within 90 days of completion of services. Any invoices received after the 90 days, may result in non-payment.

f) Once awarded, Vendor must submit the following forms per instructions:

g) W-9 Substitute Form -State Suppliers | NC OSC

h) Vendor Electronic Payment Form - Electronic Payment Form | NC OSC

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i) Vendor’s tax ID information and remit to address on the submitted W-9 must match its e-Procurement registration to…