30-25286-EIPD - Vehicle Conversion and Driving Modification Package - Chrysler Pacifica - IFB.pdf

STATE OF NORTH CAROLINA

DEPARTMENT OF HEALTH AND HUMAN SERVICES

DIVISION OF EMPLOYMENT AND INDEPENDENCE FOR PEOPLE WITH DISABILITIES

Invitation for Bid : 30-25286-EIPD

Vehicle Conversion and Driving Modification Package –

Chrysler Pacifica

Date Issued: March 25, 2025

Bid Opening Date: April 08, 2025

At 2:00 PM ET

Direct all inquiries concerning this IFB to:

Amanda Kerstetter

Procurement Specialist II

Email: Amanda.Kerstetter@dhhs.nc.gov

Ver. 11/2023

STATE OF NORTH CAROLINA

Invitation for Bids #30-25286-EIPD

For internal State agency processing, including tabulation of bids, provide your company’s Electronic Vendor Portal

(eVP) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

This page shall be filled out and returned with your bid.

Failure to do so shall be sufficient cause to reject your bid.

Vendor Name

Vendor eVP #

NOTE: For a contract to be awarded to you, your company (you) must be a North Carolina registered vendor in good standing. You must enter the vendor number assigned through the Electronic Vendor

Portal (eVP). If you do not have a vendor number, register at https://vendor.ncgov.com/vendor/login https://vendor.ncgov.com/vendor/login

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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).

▪ 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).

▪ It’s 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 (resulting from this IFB), complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.

As required by Executive Order 24 (2017), the undersigned vendor certifies will comply with all Federal and State requirements concerning fair employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of any Contract arising from this solicitation.

G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public

Contract of any gift from anyone with a Contract with the State, or from any person seeking to do business with the State. By execution of this bid response to the IFB, the undersigned certifies, for Vendor’s entire organization and its employees or agents, that Vendor are not aware that any such gift has been offered, accepted, or promised by any employees or agents of Vendor’s organization.

By executing this bid, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL

TERMS AND CONDITIONS incorporated herein. These documents can be accessed from the ATTACHMENTS page within this document.

Failure to execute/sign bid prior to submittal may render bid invalid and it MAY BE REJECTED. Late bids cannot be accepted.

COMPLETE/FORMAL NAME OF VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):

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

VENDOR’S AUTHORIZED SIGNATURE: DATE: E-MAIL:

STATE OF NORTH CAROLINA

Department of Health and Human Services

Division of Employment and Independence for People with Disabilities

Refer ALL Inquiries regarding this IFB to:

The Procurement Lead through the Message

Board in the Sourcing Tool. See Section 2.7 for details

Invitation for Bids No.: 30-25286-EIPD

Bids will be publicly opened: April 08, 2025, at 2:00 PM ET

Using Agency: Division of Employment and

Independence for People with Disabilities

Commodity Code – Description: 781800 – Transportation repair or maintenance services; 251700 – Transportation components and systems

Requisition No.: 425520

Bid Number: 30-25286-EIPD Vendor: ____________________________________

Ver: 11/2023 2

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

VALIDITY PERIOD

Offers shall be valid for at least sixty (60) days from the date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual agreement of the parties. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this

IFB.

BID ACCEPTANCE

If your bid is accepted, all provisions of this IFB, along with the written results of any negotiations, shall constitute the written agreement between the parties (“Contract”). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply.

Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.

(Authorized Representative of Division of Employment and Independence for People with Disabilities)

Ver: 11/2023 3

1.0 PURPOSE AND BACKGROUND

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 PRE-SALE CONDITIONS

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 PRODUCT IDENTIFICATION

4.3 TRANSPORTATION AND IDENTIFICATION

4.4 DELIVERY AND INSTALLATION

4.5 AUTHORIZED RESELLER

4.6 WARRANTY

4.7 MAINTENANCE OPTION

4.8 DEMONSTRATION

4.9 HUB PARTICIPATION

4.10 VENDOR’S REPRESENTATIONS

4.11 AGENCY INSURANCE REQUIREMENTS MODIFICATION

4.12 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS

5.0 PRODUCT SPECIFICATIONS

5.1 SPECIFICATIONS

5.2 CERTIFICATION AND SAFETY LABELS

5.3 DEVIATIONS

6.0 CONTRACT ADMINISTRATION

6.1 CONTINUOUS IMPROVEMENT

6.2 ACCEPTANCE OF WORK

6.3 INVOICES

6.4 DISPUTE RESOLUTION

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6.5 PRODUCT RECALL

6.6 PRICE ADJUSTMENTS

6.7 CONTRACT CHANGES

6.8 ATTACHMENTS

ATTACHMENT A: PRICING

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1.0 PURPOSE AND BACKGROUND

The intent of this solicitation is to Identify a single vendor and award an Agency Specific Contract to provide a 2023 or newer

Chrysler Pacifica, Touring L or better with less than 3,000 miles (preferred) dropped floor side entry conversion installed with additional modifications, per the attached specifications. To be used for a disabled citizen of NC, as a means of transportation to and from their place of employment. The intent of this solicitation is to award an Agency Specific Contract.

The Contract shall have an initial term of one (1) year, beginning on the date of final Contract execution (the “Effective Date”.)

This is a one-time purchase.

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, all attachments, and any addenda released before the Contract award, which are incorporated herein by reference.

2.2 E-PROCUREMENT FEE

ATTENTION: This solicitation is NOT subject to the E-Procurement Transaction Fee.

Per ATTACHMENT C: NORTH CAROLINA GENERAL TERMS AND CONDITIONS, Paragraph 17 - ELECTRONIC PROCUREMENT (G.S.

143-48.3) of this solicitation, an E-Procurement Transaction Fee may apply to solicitations facilitated by the Ariba Network.

Applicable solicitations will be those associated with Goods and Commodities. Solicitations for Services are exempt from these

E-Procurement Transaction Fees.

General information regarding 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 into 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 Ariba Network’s Sourcing Tool, with respect to viewing solicitations, submitting questions, developing responses, uploading documents, and submitting offers, Vendors are asked to go to the following website:

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.

If Vendors have questions, or issues regarding any component within this IFB, those must be submitted as questions in accordance with the instructions in the BID QUESTIONS, Section 2.6 herein. If the State determines that any changes will be made because of the questions asked, then such decisions will be communicated in the form of an IFB addendum. The State may also elect to leave open the possibility for later negotiation of specific provisions of the Contract that have been addressed during the question-and-answer period, prior to contact award.

Other than through this process 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. 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’ http://eprocurement.nc.gov/ http://eprocurement.nc.gov/training/vendor-training

Ver: 11/2023 6 instructions herein or to render the bid non-binding or subject to further negotiation. Vendor’s bid shall constitute a firm offer that shall be held open for the period required herein (“Validity Period” above).

The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this IFB

Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon through negotiations.

Said negotiations shall be incorporated by way of a Best and Final Offer (BAFO). Noncompliance with this paragraph, 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 March 25, 2025

Deadline for Submission of Written Questions Vendor April 01, 2025, at 2:00 PM ET

Provide Responses to Questions State April 02, 2025

Deadline for Submission of Bids Vendor April 08, 2025, at 2:00 PM ET

Scheduled Bid Opening State Microsoft Teams Need help?

Join the meeting now

Meeting ID: 230 975 587 612

Passcode: Vw225jH7

Dial in by phone

+1 984-204-1487,,705536189# United States, Raleigh

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Phone conference ID: 705 536 189#

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Tenant key: ncgov@m.webex.com

Video ID: 114 075 055 7

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Contract Award State TBD

Contract Effective Date State TBD

2.5 PRE-SALE CONDITIONS

NOTE: Prior to finalizing the sale, the vendor must do a free product demonstration with the proposed vehicle at the client’s residence to ensure a proper wheelchair/client fit.

2.6 BID QUESTIONS

Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB, said questions may be necessary for them 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 Section 2.4 IFB SCHEDULE above, unless modified by Addendum.

https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_OWJlNjA0MGItZmNlOS00NzJiLTg4N2ItMTQyNzk2OGNlOTli%40thread.v2/0?context=%7b%22Tid%22%3a%227a7681dc-b9d0-449a-85c3-ecc26cd7ed19%22%2c%22Oid%22%3a%223881eaa9-63a6-4b3b-a2b8-e42290f15e88%22%7d tel:+19842041487,,705536189 https://dialin.teams.microsoft.com/c102d528-0544-4660-b869-294e85047e28?id=705536189 https://www.webex.com/msteams?confid=1140750557&tenantkey=ncgov&domain=m.webex.com

Ver: 11/2023 7

Questions related to the content of this solicitation, or the procurement process should be directed to the person on the tit le page of this document via the Sourcing Tool's message board, no later than the date and time specified in Section 2.4 IFB

SCHEDULE above. Vendors will enter “IFB 30-25286-EIPD – QUESTIONS” as the subject of the message. Questions submitted must include a “Reference” to the applicable IFB Section and page number, as noted in the Sample Question Format below.

This format will be the only manner questions will be received.

Sample Questions Format

Reference Vendor Question

IFB Section, Page Number Vendor question …?

Questions received prior to the submission deadline date, the State’s response, and any additional terms deemed necessary by the State will be posted in the 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 the written material contained in this IFB or any subsequent written 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. All such bids will be considered non-responsive. Vendors shall bear the risk of late submission due to unintended or unanticipated delays. 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 the instructions provided shall constitute sufficient cause to reject/disqualify a Vendor’s bid(s). Solicitation responses are subject to Sealed Bidding requirements.

The vendor’s bids for this procurement must be submitted through the Sourcing Tool. For training on how to: use the Sourcing

Tool to view solicitations; submit questions; develop responses; upload documents; and submit offers to the State, Vendors should go to the following site: https://eprocurement.nc.gov/training/vendor-training.

Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at

888-211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM EST to 5:00 PM EST.

Tips for Using the Sourcing Tool

1. Vendors should review available training and confirm that they are able to access the Sourcing Event, enter responses, and upload files well in advance of the date and time response are due to allow sufficient time to seek assistance from the North Carolina eProcurement Help Desk.

2. Vendors may submit their responses early to make sure there are no issues and then submit a revised response any time prior to the response due date and time. The State will only review the most recent response.

3. Vendors should respond to all relevant sections of the Sourcing Event. Certain questions or items are required in order to submit a response and are denoted with an asterisk. The Sourcing Tool will not allow a response to be submitted unless all required items are completed. The Sourcing Tool will provide error messages to help identify any required information that is missing when response is submitted.

4. Simply saving your response in the Sourcing Tool is not the same as submitting your response to the State. Vendors should make sure they complete the submission process and receive a message that their response was successfully submitted.

5. Only Bids submitted through the Content Section of the Ariba Sourcing Event will be considered. Bids submitted through the Message Board will not be accepted or considered for award.

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

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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 of this IFB, which requires the Vendor to provide information and update them to the Sourcing Event in the Sourcing Tool. Vendors may not be able to submit their 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/disqualifying

Vendor’s bid, in the State’s sole discretion.

Vendor IFB responses shall include the following items and attachments in the Sourcing Tool:

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

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

c) Vendor’s Response: 4.4, 4.5, 4.6, Part III

d) Completed version of ATTACHMENT A: PRICING

e) Completed and signed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION

f) Completed and signed version of ATTACHMENT E: CUSTOMER REFERENCE FORM

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

h) Completed and signed version of ATTACHMENT H: VENDOR REQUEST FOR EO50 PRICE MATCH

i) Completed and signed version of CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS and

OMB STANDARD FORM LLL

2.9 ALTERNATE BIDS

Unless provided otherwise in this IFB, the Vendor may submit alternate bids for comparable goods, various methods and/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. Any alternate bid, in addition to the marking described above, must be clearly marked with the legend: “Alternate Bid #30-25286-EIPD – [for ‘name of Vendor’]”. 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, the Vendor shall follow the specific instructions for uploading Alternate Bids in the

Sourcing Tool.

2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

Relevant definitions for all State IFB solicitations are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors, hereby incorporated into this document per the referenced attachments.

In addition, the following are offered specifically for this Solicitation:

a. 49CFR565 – Code of Federal Regulations – Title 49/Subtitle B/Chapter 5/Part 595: Make Inoperative Exemptions

Ver: 11/2023 9

b. AWS – American Welding Society

c. Client – An individual who is receiving services from the NCDVRS

d. FMVSS – Federal Motor Vehicle Safety Standards

e. FMVSS 110 – Tire Loading Information

f. FMVSS 209 – Seat Belt Assemblies

g. FMVSS 214 – Side Impact Protection

h. FNVSS 302 – Flammability of Interior Materials

i. GWAR – Gross Weight of Axel Rating

j. GWVR – Gross Weight of Vehicle Rating

k. ISO – International Standards Organization

l. NCAC – North Carolina Administrative Code

m. NCGS – North Carolina General Statute

n. NCEIPD – North Carolina Employment and Independence for People with Disabilities (Division name change - formerly NCDVRS – North Carolina Division of Vocational Rehabilitation Services)

o. NHTSA – National Highway Traffic Safety Administration

p. NMEDA – National Mobility Equipment Dealer Association

q. NMEDA QAP – Quality Assurance Program

r. SAE – Society of Automotive Engineers

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, to include any required verifications set out herein (such as, but not limited to past performance, references, and financial documents).

If a Vendor selected for the 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 N.C.G.S. 143-59. For more information regarding

Executive Order #50, please refer to ATTACHMENT H of this solicitation. If such bid(s) are identified, the State will then determine whether any such bid(s) fall 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 ATTACHMENT B: INSTRUCTIONS TO

VENDORS, Part VI, Paragraph 28. COMMUNICATIONS BY VENDORS.

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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 the Governor’s office), or private entity if the communication refers to the content of the 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 engages 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 regarding this solicitation (IFB), or inquiries directed to the purchaser named in this IFB regarding requirements of the

IFB (prior to bid submission) or the status of the award (after bid submission) are excepted from this provision.

3.3 BID EVALUATION PROCESS

Only responsive submissions will be considered and evaluated.

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

Bids will be received according to the method stated in Section 2.7 BID SUBMITTAL above.

All bids must be received by the issuing agency not later than the date and time specified in Section 2.4 IFB SCHEDULE above, unless otherwise 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 or 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 Section 2.4 IFB SCHEDULE, unless otherwise 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) 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. If negotiation is anticipated, 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. The price 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 State’s Electronic Vendor Portal (eVP) website 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 rather 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. In either case, the State may require Vendor(s) to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the State.

https://evp.nc.gov/

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3.4 PERFORMANCE OUTSIDE THE UNITED STATES

Vendor shall complete ATTACHMENT F: 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 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, specifications, 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 Section 2.6 Bid Questions 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 fees, and any 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 the resulting Contract.

4.2 PRODUCT IDENTIFICATION

MAKE AND MODEL

The manufacturer’s product name, make, model, and trim used in this IFB are for the sole purpose of identification and to establish the general quality level desired. Such references are not intended to be restrictive. Like and Functionally Equivalent/comparable products (such as: other manufacturers, higher mileage, different colors, higher trim packages, etc.)

will be considered. However, Vendors are cautioned that any deviation from the specifications of the identified item is required to be pointed out in its bid. Vendor shall include with its bid sufficient documentary evidence to demonstrate the qualitative, functional, operational, organizational, and conformational equivalence of the bid item to the identified item.

Ver: 11/2023 12

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): Hillsborough, North Carolina

For completion by Vendor:

Delivery will be made from __________________________________________ (city, state) within _____ consecutive calendar days after receipt of purchase order. Promptness of delivery may be used as a factor in the award criteria.

Delivery shall not be considered to have occurred until installation has been completed.

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 may constitute sufficient grounds for rejection of Vendor’s bid, 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

The Vendor warrants that all equipment furnished under this IFB will be newly manufactured, of good material and workmanship. The warranty will apply from the date the 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 a warranty covers the cost of all defective parts replacement, labor, freight, and technicians’ travel at no additional cost to the State, or as specified by the

Purchasing Agency herein. To the extent not superseded by the terms of this paragraph, manufacturer’s warranty terms shall apply. A 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 their 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. The vendor shall be responsible for compliance with warranty terms by any third-party service provider. The vendor shall provide contact information for the warranty service provider, below.

A. Is the Vendor authorized by manufacturer to repair equipment offered during the warranty period? YES NO

B. Will the Vendor provide a warranty service? YES NO

If NO, then a manufacturer-authorized third-party service provider will perform warranty service.

Contact information for warranty service provider:

Company Name: _______________________________________________

Ver: 11/2023 13

Company Address: ________________________________________________

Contact Person (name): ________________________________________________

Telephone Number: ________________________________________________

Email Address: ________________________________________________

C. Is the Bidder’s facility located outside of the 2014 NMEDA QAP Rules 100 mile/2 hr. service area? Yes No

IF YES – the Bidder states: “In accordance with NMEDA QAP Servicing Agreement Form Part A, of which the vendor agrees to service the conversion vehicle.”: Yes No

OR – If none of the accredited facilities contacted agrees to servicing the mobility equipment installed, then the Bidder states: “none” above.

4.7 MAINTENANCE OPTION

Following expiration of the above warranty, Vendor, or its third-party service provider, shall maintain the system specifications and performance level in accordance with the manufacturer’s published specifications and those of this IFB. Maintenance shall include all parts, remedial maintenance labor, travel and living expenses incurred. Except as specifically provided for elsewhere herein, coverage shall be at least for 8:00 am ET to 5:00 pm ET, Monday through Friday, except State recognized holidays and shall include a minimum of two (2) preventive and safety maintenance inspections per year. The State shall have the option to accept the maintenance coverage in this paragraph at the price offered in ATTACHMENT A: PRICING of this IFB, if applicable.

4.8 DEMONSTRATION

Upon request from the State, Vendors shall be capable of demonstrating proposed equipment within ten (10) consecutive calendar days after notification, at no additional cost to the State. If requested, this will be a comprehensive demonstration at a site designated by the State with hands-on participation by agency operator(s), if necessary or appropriate. The failure of a

Vendor to perform a satisfactory demonstration (if requested), shall constitute sufficient basis for rejection of the bid. The results of such a demonstration will be considered in the evaluation and award of a contract.

4.9 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. The vendor shall complete

ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION.

4.10 VENDOR’S REPRESENTATIONS

If the 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 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.

Ver: 11/2023 14

4.11 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. The Purchasing Agency 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.

Liability insurance. Each Vendor shall maintain “product/completed operations” liability insurance that covers the vendor’s work or the work/products of his/her suppliers and provides minimum coverage of one million dollars. In addition, each Vendor will maintain “garage-keeper’s” liability insurance and “premises” liability insurance as well.

Proof of insurance will be provided to NC DVRS upon request and will be resubmitted on an annual basis.

4.12 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS

Federal law prohibits recipients of federal funds, whether through grants, contracts, or cooperative agreements, from using those funds to influence or attempt to influence (lobby) a federal official in connection with obtaining, extending, or modifying any federal contract, grant, loan, or cooperative agreement. Further, federal law requires that applicants for federal funds certify:

• They shall abide by the above restriction.

• They shall disclose any permissible (non-federal) paid lobbying on the Federal Awards being applied for.

• They shall include all such certification requirements in any subawards meeting the applicable thresholds.

Vendors must complete and submit the CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS and the OMB STANDARD FORM LLL when responding to this solicitation.

5.0 PRODUCT SPECIFICATIONS

5.1 SPECIFICATIONS

The specific items and any specifications that the State’s Purchasing Agency is seeking are listed below. Items offered by the Vendor must meet, exceed, or per Section 4.2 Product Identification provide a Like or Functionally Equivalent product to the listed Specifications.

The Specifications, as herein exhibited and numbered, are distinctly in reference to NCDVRS Template MODSPEC 03-12-19.

INDEX

PART I DESCRIPTIONS

A. Description of Vehicle to be Purchased

A. Description of Wheelchair/Scooter (for reference only)

PART II BID REQUIREMENTS

Ver: 11/2023 15

PART III MODIFICATION SPECIFICATIONS

Section MODIFICATION REQUIREMENTS

0. TRANSPORTATON

1. FITTINGS

2. HAND CONTROLS

3. PEDAL GUARDS

9. STEERING WHEEL DEVICE

14. MISC CONTROLS EXTENSIONS

16. SECONDARY CONTROL CONSOLE

17. MIRRORS AND DISPLAY

31. RUB PLATES

33. WHEELCHAIR TIEDOWN AND OCCUPANT RESTRAINT SYSTEMS

34. POSITIONING EQUIPMENT

41. ELECTRICAL REQUIREMENTS

42. INSTALLATION GENERAL REQUIREMENTS

43. VEHICLE WEIGHT RATINGS

44. TRAINING REQUIREMENTS

DRIVING MODIFICATIONS DELIVERY CHECKLIST

VEHICLE MODIFICATION CERTIFICATE OF COMPLIANCE

TRAINING CERTIFICATE FOR INSTALLED ADAPTIVE EQUIPMENT

VEHICLE LOADING CERTIFICATE

NOTE: THIS IS FOR COMBINED THE PURCHASE OF A DROPPED-FLOOR

MINIVAN and DRIVING MODIFICATIONS.

NOTE: VENDOR MUST DO A NO-COST SHOWING OF THE PROPOSED VEHICLE

TO THE CLIENT BEFORE THE FINAL APPROVAL.

Part I – DESCRIPTIONS

A. DESCRIPTION OF VEHICLE TO BE PURCHASED

1.0 CHASSIS DESCRIPTION (Like or Functionally Equivalent):

1.1 Make: Chrysler

1.2 Model: Pacifica

1.3 Trim: Touring L (or better)

1.4 Year: 2023 or 2024

New - Odometer miles: Preferred to be less than 3,000 miles.

1.5 Engine: 6-cylinder standard size

1.6 Transmission: Auto

1.7 Electrical system: Standard battery

1.8 Power: Steering, Brakes, Windows, Door locks, Mirrors

1.9 Cruise control: Yes

1.10 Tilt wheel: Yes

1.11 Heating/Air conditioning: Front, Rear

1.12 Exterior color: In all cases where Client’s Preferences are not available, vendor can provide a quote for other available colors.

Clients’ Preferences are:

Choice 1: Black

Ver: 11/2023 16

Choice 2: Silver Choice 3: Blue

NO WHITE

1.13 Interior color: Interior color to coordinate with exterior color.

2.0 DROPPED-FLOOR SIDE ENTRY CONVERSION installed in a MINIVAN:

2.1 Dropped floor package: BraunAbility 14” drop only

Conversion must include full floor drop (cargo area, driver, and front passenger).

Conversion must include interior finish.

2.2 Sliding side door(s): Power

2.3 Ramp: FOLD OUT with Manual Emergency Back-Up

2.4 Removable seats: Driver, Front passenger

2.5 Flooring: Wheelchair rubberized flooring – NO CARPET

2.6 Kneeling system: Yes

2.7 Door/ramp controls: Provide two (2) wireless keychain remotes.

B. DESCRIPTION OF WHEELCHAIR/SCOOTER

1.0 WHEELCHAIR

1.1 Make: Permobil

1.2 Model: F5

1.3 Model : F5VS RNET

1.4 Serial : 2590001427

1.5 Type: Front wheel drive power wheelchair

1.6 WC-19 compliant: YES

1.7 Total reported weight of client: 190 lbs.

1.8 Weight of wheelchair: 445 lbs.

1.9 Comments: ___________________________________________________

2.0 DIMENSIONS - CHAIR ONLY (inches):

2.1 Height

2.1.1 Floor to: Top of armrest __34__” Bottom of battery __3__” Lowest part of footrest __7__”

2.2 Length

2.2.1 Back of rearmost wheel/caster/anti-tipper to front of forwardmost wheel/caster/anti- tipper_43__”

2.2.2 Overall (front of footrest to back of rearmost wheel/caster/anti-tipper) __47__”

2.3 Width

2.3.1 Overall chair (including any projection) __26 ½ __”

2.3.2 Outside rear wheels (at bottom of wheels) __19 ½ __”

2.3.3 Outside of forwardmost wheels/casters/anti-tippers __26__”

2.3.4 Outside footrests __16 ½ __”

2.3.5 Caster tire thickness __2__”

2.4 Front tire (complete designation): Diameter __14__” Width _3___” 3.0 x 8

3.0 DIMENSIONS - CLIENT AND CHAIR (inches):

3.1 Floor to top of head (erect) __59__”

3.2 Floor to top of head (ducked/tilted to lowest height that chair can be safely operated) __57__”

3.3 Floor to eye level __54__”

3.4 Floor to top of knee __30__”

3.5 Tip of toes to back of rear wheel __49__”

Part II - BID REQUIREMENTS

A. VENDOR GENERAL RESPONSIBILITIES

1. The Vendor is contracted to provide and properly install the adaptive equipment specified by the North Carolina

Division of Vocational Rehabilitation Services (NCEIPD). All equipment must be installed in a manner that meets the client’s needs, protects vehicle occupants, and that protects and secures all installed equipment.

Ver: 11/2023 17

• The Vendor is responsible for ensuring that the installation is in accordance with applicable state and federal laws, manufacturer’s guidelines, industry standards and other requirements contained in the purchase order so that the client can safely operate the equipment.

• If the specified equipment is installed correctly but doesn’t meet the functional needs of the client, NCDVRS can authorize additional equipment and labor. Such authorization must be obtained prior to the Vendor commencing rework and ordering additional materials. Authorization will be in the form of a revised purchase order or a unit office authorization.

2. To bid and be awarded the contract, the Vendor must be a certified vendor with the NCDVRS Vehicle Modification

Program, which includes an on-site inspection of the Vendor’s facility and a review of training and certification records, quality assurance records, and the NHTSA compliance reports.

3. Vendors must notify the Counselor, Engineer, and State Purchasing Representative promptly about any issues that adversely affect their ability to meet the contract requirements, including but not limited to delivery delays, equipment problems, and product clarification. Any deviations to the contracted specifications after the purchase order is issued must be approved by the State Purchasing Office. Neither the Client nor the Engineer are authorized to make changes.

4. Any custom equipment, when authorized, will be detailed in the specifications. General or non-product specific equipment specifications do not imply custom equipment. This requirement is not intended to preclude modifications to products that take place in the normal fitting process.

5. The Vendor must not discuss, recommend, or suggest alternatives to these specifications or the policies, procedures, and actions of the NCDVRS with the client. Vendors can contact the Counselor or Engineer with any questions or suggestions.

6. Vendor may subcontract any work, but Vendor shall retain fitting, warranty and repair responsibility for all subcontracted work and Vendor must have on staff an employee certified by the manufacturer to install, service, and repair the subcontracted equipment.

7. For liability reasons, Vendor must document/photograph the condition of the vehicle exterior, interior, and accessories prior to modifications and return the vehicle to the Client in same condition.

8. If the cost of the project is being shared by the NCDVRS and the Client, the Vendor will be responsible for invoicing the Client separately for their portion of the cost.

9. Receiving the final inspection approval from the Rehabilitation Engineer does not prevent the Vendor from meeting all conditions and requirements specified in the purchase order, and any other document included as part of the contract.

10. The Vendor is not responsible for providing transportation for the Client to attend fittings and delivery. Please direct the Client to contact their Counselor.

11. Warranty work. Unless NCDVRS has specified for the Vendor to install previously used equipment, the installed equipment will be new under the full manufacturer’s warranty and is subject to the following conditions:

• The Vendor is to provide a minimum of one-year parts and labor for warranty repairs and mandatory service/preventive maintenance. The delivery of the completed modified vehicle will be the start date for the one-year requirement. If the manufacturer states a longer warranty period for parts and/or labor, the Vendor will honor the longer period. The Product Warranty, as stated in the Equipment Owner’s Manual, will be in effect for all installed equipment (excluding the above one-year requirements), provided the Warranty does not conflict with North Carolina law.

o The Vendor is to instruct the client to contact the Vendor directly and will provide contact information and phone number at delivery. The Vendor will first attempt to correct any issues over the phone.

o Unless stated otherwise in Section 0 - TRANSPORTATION, the Product Warranty…