STATE OF NORTH CAROLINA

Department of Revenue

Invitation for Bid #: 45-RQ221517

Janitorial Services – Rocky Mount Service Center

Date of Issue: November 12, 2025

Bid Opening Date: November 26, 2025

At 2:00PM ET

Direct all inquiries concerning this IFB to:

Cynthia Leonard

Procurement Specialist

Email: Cynthia.Leonard@ncdor.gov

Phone: 919-814-1389

Ver: 11/2023

Invitation for Bid #

45-RQ221517

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://vendor.ncgov.com/vendor/login https://vendor.ncgov.com/vendor/login

Bid Number: 45-RQ221517 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 3.2 for details:

Cynthia Leonard Cynthia.Leonard@ncdor.gov

Invitation for Bid #: 45-RQ221517

Bids will be publicly opened:

Wednesday, November 26, 2025 @ 2:00PM

Using Agency: Department of Revenue Commodity No. and Description: 761115 - General building and office cleaning and maintenance services Requisition No.: RQ221517

EXECUTION

In compliance with this Invitation for Bid (“IFB"), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.

By executing this bid, the undersigned Vendor understands that false certification is a Class I felony and certifies that:

▪ this bid is submitted competitively and without collusion (G.S. 143-54),

▪ none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and

▪ it is not an ineligible Vendor as set forth in G.S. 143-59.1.

Furthermore, by executing this bid, the undersigned certifies to the best of Vendor’s knowledge and belief, that:

▪ it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency.

As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this IFB, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.

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

Contract arising from this solicitation.

G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of this response to the IFB, the undersigned certifies, for Vendor’s entire organization and its employees or agents, that Vendor is not aware that any such gift has been offered, accepted, or promised by any employees of your organization.

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

AND CONDITIONS incorporated herein. These documents can be accessed from the Ariba Sourcing Tool.

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

COMPLETE/FORMAL NAME OF VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

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

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

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

VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL:

Division of Department of Revenue

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VALIDITY PERIOD

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

ACCEPTANCE OF BIDS

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

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

FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on

The attached certification, by ____________________________________________________________________.

(Authorized Representative of Department of Revenue)

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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 SITE VISIT or PRE-BID CONFERENCE

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 INVOICES

4.3 FINANCIAL STABILITY

4.4 HUB PARTICIPATION

4.5 REFERENCES

4.6 BACKGROUND CHECKS

4.7 PERSONNEL

4.8 VENDOR’S REPRESENTATIONS

4.9 AGENCY INSURANCE REQUIREMENTS MODIFICATION

5.0 SPECIFICATIONS AND SCOPE OF WORK

5.1 SPECIFICATIONS

5.2 CLEANING

5.3 SUPPLIES

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5.4 EQUIPMENT

5.5 TASKS/DELIVERABLES

5.6 DEVIATIONS

6.0 CONTRACT ADMINISTRATION

6.1 CONTACT INFORMATION

6.2 POST AWARD PROJECT REVIEW MEETINGS

6.3 CONTINUOUS IMPROVEMENT

6.4 ACCEPTANCE OF WORK

6.5 PERFORMANCE REMEDIATION

6.5 FAITHFUL PERFORMANCE

6.6 TRANSITION ASSISTANCE

6.7 DISPUTE RESOLUTION

6.8 CONTRACT CHANGES

6.9 ATTACHMENTS

ATTACHMENT A: PRICING

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1.0 PURPOSE AND BACKGROUND

The purpose of the Invitation for Bid (“IFB”) any resulting contract award is to solicit bids for Janitorial Services for the North Carolina Department of Revenue (“NCDOR”). The State is required to maintain all public buildings and grounds, including the provision of necessary and adequate cleaning and janitorial services to ensure their upkeep and cleanliness. N.C. Gen. Stat.

§143-341 (8). NCDOR seeks bids from qualified, experienced Vendors to provide efficient and professional janitorial and custodial services to its Rocky Mount Service Center location as outlined in Section 5.0 Specifications and Scope of Work.

Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto.

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

1.1 CONTRACT TERM

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

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 sixty (60) 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.

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 http://eprocurement.nc.gov/

Ver: 11/2023 6 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 Wednesday, November 12, 2025

Hold Pre-Bid Meeting/Site Visit State Monday, November 17, 2025 @ 10:00AM

Submit Written Questions Vendor Wednesday, November 19, 2025 @ 5:00PM

Provide Response to Questions State Friday, November 21, 2025

Submit Bids Vendor Wednesday, November 26, 2025, no later than

2:00 PM

Bid Opening State Wednesday, November 26, 2025 @ 2:00PM

Public Opening at the following link: IFB 45-

RQ221517 - Janitorial Services - Rocky Mount - Bid

Opening | Meeting-Join | Microsoft Teams

Contract Award State Friday, December 12, 2025

2.5 SITE VISIT or PRE-BID CONFERENCE

Mandatory Site Visit

Date: Monday, November 17, 2025

Time: 10:00AM Eastern Time

Location: 793 Country Club Road

Rocky Mount, NC 27804

Contact #: Cynthia Leonard, 919-630-0446

Instructions: It shall be MANDATORY that a representative from each Vendor be present for a pre-bid site visit. Attendees must arrive promptly. All attendees must sign in upon arrival and clearly indicate each prospective Vendor represented on the sign in sheet. LATE ARRIVALS WILL NOT BE ALLOWED TO SIGN IN OR PARTICIPATE IN THE SITE VISIT, NOR SHALL THEIR BID BE

CONSIDERED. Once the sign-in process is complete, all other persons wishing to attend may do so to the extent that space and circumstances allow.

FAILURE TO ATTEND THE MANDATORY SITE VISIT SHALL RESULT IN VENDOR’S BID BEING DEEMED NON-RESPONSIVE AND NOT

CONSIDERED FOR AWARD.

The purpose of this visit is for all prospective Vendors to apprise themselves of the conditions and requirements which will affect the performance of the work called for by this IFB. Vendors must stay for the duration of the site visit. No allowances will be made for unreported conditions that a prudent Vendor would recognize as affecting the work called for or implied by this IFB.

https://teams.microsoft.com/meet/2591414425687?p=CNSUXP6HKDY6HLK8r4 https://teams.microsoft.com/meet/2591414425687?p=CNSUXP6HKDY6HLK8r4 https://teams.microsoft.com/meet/2591414425687?p=CNSUXP6HKDY6HLK8r4

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Vendors are cautioned that any information released to attendees during the site visit, other than that involving the physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this IFB, must be confirmed by written addendum before it can be considered to be a part of this IFB and any resulting contract.

2.6 BID QUESTIONS

Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the best bid possible. To accommodate the Bid Questions process, Vendors shall submit any such questions by the “Submit Written Questions” date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum.

Questions related to the content of the solicitation, or the procurement process should be directed to the person on the title page of this document via the Sourcing Tool's message board by the date and time specified in the IFB SCHEDULE Section of this IFB.

Vendors will enter “IFB # 45-RQ221517 – Questions” as the subject of the message. Question submittals should include a reference to the applicable IFB section. This is the only manner in which questions will be received.

Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at 888-

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

Questions received prior to the submission deadline date, the State’s response, and any additional terms deemed necessary by the State will be posted in the Sourcing Tool in the form of an addendum and shall become an Addendum to this IFB. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this IFB, shall be considered authoritative or binding. Vendors shall rely only on written material contained in 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.

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

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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) 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 to Section 4.6 (if applicable)

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 G: 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.

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.

Ver: 11/2023 9

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.

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

COMMUNICATIONS BY VENDORS

Each Vendor submitting a bid to this IFB, including its employees, agents, subcontractors, suppliers, subsidiaries and affiliates, is prohibited from having any communications with any person inside or outside the using agency; issuing agency; other government agency office or body (including the purchaser named above, any department secretary, agency head, members of the General Assembly and Governor’s office); or private entity, if the communication refers to the content of Vendor’s 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 purchaser named in this IFB regarding requirements of the IFB (prior to proposal submission) or the status of the award (after submission) are excepted from this provision.

3.3 BID EVALUATION PROCESS

Only responsive submissions will be evaluated.

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

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

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

Ver: 11/2023 10 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 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 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 https://evp.nc.gov/

Ver: 11/2023 11

ATTACHMENT A: PRICING FORM included in the Sourcing Tool. The pricing provided in ATTACHMENT A, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract.

4.2 INVOICES

Vendor shall invoice the NCDOR by submitting one invoice at the end of each service month containing line items for each service location to DORProcurement@ncdor.gov. The standard format for invoicing shall be Single Invoices meaning that the Vendor shall provide the Purchasing Agency with an invoice for each order. Invoices shall include detailed information to allow the NCDOR to verify pricing at point of receipt matches the correct price from the original date of order.

At a minimum, invoice must:

a) Be submitted on Vendor’s official letterhead or other document containing Vendor’s logo and must be identified by a unique invoice number. Any invoice backup reports and spreadsheets must be provided in electronic format.

b) Bear the correct contract and purchase order (PO) number to ensure prompt payment. The Vendor’s failure to include the correct PO number may cause a delay in payment.

c) Be issued monthly to NCDOR after services has been provided and include a copy of the daily cleaning log for hours worked.

d) State the following:

1. The month of service for which the invoice applies (e.g. January)

2. Description of service with unit and extended costs (e.g. “General Daily Cleaning for the Month of January at

$35.00/day for 21 Business Days = Total Cost of $735.00”)

3. Major maintenance or additional cleaning services listed separately, if any (e.g. “Major maintenance of Window

Washing performed on 10/20/25 for $500.00”)

4. Performance guarantee credit for the month (if applicable) to be rebilled on last invoice for the contract year term (e.g. “Performance Guarantee for the Month of January @ $100.00”)

i. Note—Accumulated performance guarantee credits shall be billed on the last invoice for the contract year term (e.g. “Performance Guarantee for October 2025 through September 2026 total $1,200.00”)

5. The total for all services performed for the relevant month

6. A list of current Vendor employees that worked in the building during the invoice period.

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

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 G: 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 HUB PARTICIPATION

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

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

ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION.

mailto:DORProcurement@ncdor.gov

Ver: 11/2023 12

4.5 REFERENCES

Vendor shall upload to the Sourcing Tool at least three (3) references, using ATTACHMENT E: CUSTOMER REFERENCE FORM, for which it has provided Services of similar size and scope to those proposed herein. The State shall 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 shall be considered in the evaluation of the Bid.

4.6 BACKGROUND CHECKS

Vendor personnel are required to undergo background checks at State’s expense prior to beginning work with the State. As part of Vendor background, Vendor must disclose the following details to the State:

a) Any criminal felony conviction, or conviction of any crime involving moral turpitude, including, but not limited to fraud, misappropriation or deception, by Vendor, its officers or directors, or any of its employees or other personnel to provide

Services on this project, of which Vendor has knowledge, or provide a statement that Vendor is aware of none;

b) Any criminal investigation for any offense involving moral turpitude, including, but not limited to fraud, misappropriation, falsification or deception pending against Vendor of which it has knowledge, or provide a statement Vendor is aware of none;

c) Any regulatory sanctions levied against Vendor or any of its officers, directors or its professional employees expected to provide Services on this project by any state or federal regulatory agencies within the past three years or a statement that there are none. As used herein, the term “regulatory sanctions” includes the revocation or suspension of any license or certification, the levying of any monetary penalties or fines, and the issuance of any written warnings;

d) Any regulatory investigations pending against Vendor or any of its officers, directors or its professional employees expected to provide Services on this project by any state or federal regulatory agencies of which Vendor has knowledge or a statement that there are none.

e) Any civil litigation, arbitration, proceeding, or judgments pending against Vendor during the three (3) years preceding submission of its bid herein or a statement that there are none.

Vendor’s response to these requests shall be considered a continuing representation, and Vendor’s failure to notify the State within thirty (30) days of any criminal litigation, investigation or proceeding involving Vendor or its then current officers, directors or persons providing Services under this Contract during its term shall constitute a material breach of contract. The provisions of this paragraph shall also apply to any subcontractor utilized by Vendor to perform Services under this Contract.

4.7 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.

Ver: 11/2023 13

4.8 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.

4.9 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

5.0 SPECIFICATIONS AND SCOPE OF WORK

The objective of this IFB and the Scope of Work contained herein is to obtain efficient and professional janitorial services (“Services”) from a qualified, experienced Vendor. The Services as described herein shall consist of an all-inclusive janitorial service with daily, weekly, bi-weekly, monthly and quarterly cleaning and major maintenance services. Vendor shall provide sufficient staff and labor hours to ensure that all Services are completed to NCDOR’s satisfaction. Additionally, Vendor shall supervise its staff, and supply all equipment and supplies necessary to keep the Service Location clean and properly supplied.

The services will be performed at the Rocky Mount Service Center facility located at 793 Country Club Road, Rocky Mount, North

Carolina 27804 (“Service Location”).

5.1 SPECIFICATIONS

5.1.1 BUILDING INFORMATION

These figures are an estimate for the jobsite’s statistical data.

Note—The Vendor is responsible for verifying the dimensions and quantities if so, needed during the mandatory site visit.

Building Total Square Feet: Approximately 18, 996

Rocky Mount Call Center Conference & Training (1st floor):

Office Area: 2,003 sq. ft. Carpeted Area: 1,894 sq. ft. Vinyl: 130 sq. ft.

# Storage Rooms: 1 # LAN Room: 1 # Windows: 8

Rocky Mount Service Center (2nd floor):

Office Area: 7,526 sq. ft. Carpeted Area: 6,994 sq. ft. Vinyl: 161 sq. ft.

Ceramic: 371 sq. ft. # Restrooms: 5 # Kitchenette: 1

# LAN Room: 1 # Storage Rooms: 3 # Conference Rooms: 2

#Copy/Fax/File Work Room: 5 # Offices: 23 # Waiting Area: 1

# Employees: 18 # Janitorial Closets: 1 # Doors: 2 Storefront glass doors

# Windows: 26

Rocky Mount Call Center (3rd floor):

Office Area: 9,467 sq. ft. Carpeted Area: 8,640 sq. ft. Vinyl: 156 sq. ft.

Ver: 11/2023 14

Concrete: 671 sq. ft. #Copy/Fax/File Work Room: 3 # Restrooms: 3

# Storage Rooms: 2 # Conference Rooms: 1 # Kitchenette: 1

# LAN Room: 1 # Janitorial Closets: 1 #Locker Area: 1

# Call Monitoring Rooms: 2 # Building Windows: 35 # Doors: 1 glass double door

# Door Windows: 36 # Offices: 13 # Employees: 90

5.1.2 NCDOR EXPECTATIONS OF VENDOR

5.1.3 APPEARANCE AND IDENTIFICATION REQUIREMENTS. Vendor must provide its employees with, and its employees must wear, a distinct uniform shirt with a minimum of 2” by 4” logo of the contracting firm at all times while on NCDOR premises. Vendor employees shall wear a NCDOR-issued identification badge in compliance with its security requirements. All Vendor employees shall be dressed and groomed as appropriate for the performance of this contract.

Vendor shall address any issues or concerns about appearance or hygiene of its employees and the resolution shall be to

NCDOR’s satisfaction.

5.1.4 SUPERVISION. Vendor is responsible for its employees performing Services under the contract. Vendor shall provide supervise its employees to ensure that all employees (i) abide by requirements as set forth in this IFB and (ii) work times and breaks are in accordance with state and federal labor laws. Upon written NCDOR’s written request, any Vendor employee who fails to abide by the rules herein may be immediately removed from providing Services on NCDOR property and replaced.

5.1.5 CONFLICT OF INTEREST. Vendor cannot be owned or operated by an NCDOR employee of the Service Location. Vendor cannot employ any person who is an NCDOR employee or the immediate family member of an NCDOR employee working in the Service Location.

5.1.6 NEW EMPLOYEES. New Vendor employees who are hired to perform Services are prohibited from entering the NCDOR

Service Location unless the employee has passed NCDOR’s background check or has been provided a NCDOR escort. A responsible Vendor employee who has completed all NCDOR’s security requirements shall introduce any new Vendor employee to the NCDOR Contract Manager and/or NCDOR Office Manager, provide a tour of the Service Location with the new Vendor employee(s), and instruct on the work of the contractual requirements. A copy of these requirements will be posted in the janitorial closet where the Vendor employees can readily see it. At the new Vendor employee’s initial meeting, the new Vendor employee shall show his/her company-issued IDs to the NCDOR Office Manager. The ID shall include both a clear photograph of the Vendor employee and the Vendor employee’s name. The NCDOR Office Manager shall verify that the ID matches the name of the Vendor employee.

5.1.7 COMMUNICATION. The NCDOR Office Manager shall be able to communicate with Vendor employees. Vendor employees shall be able to understand all of the requirements of the Contract.

5.1.8 OFFICE EQUIPMENT. Vendor employees shall not use any of the NCDOR’s office equipment, including but not limited to telephones, copy machines, fax machines, scanners, or any other NCDOR office machines, without the express permission of the NCDOR Office Manager.

5.1.9 PRIVACY. Vendor employees shall not open drawers, cabinet doors, or file cabinets. Vendor employees shall not disturb any papers, boxes, or other materials except those in trash receptacles or designated areas for trash unless such material is properly identified as “trash”.

5.1.10 PAPER DISPOSAL. Vendor employees shall only dispose of the contents in trash or recycling containers. Trash and recyclable items are to be placed in dumpsters or containers designated for that purpose. Vendor employees shall not remove nor dispose of any paper, article, or materials from any work area or the premises, including but not limited to employee desks or conference room tables.

5.1.11 INCIDENT/DAMAGE: Vendor employees shall report any occurrences of property loss, damage, false alarms, or visits from police or fire personnel in writing to the NCDOR Contract Manager and Office Manager within twenty-four (24) hours of its occurrence. The writing shall specify the location, extent, and other details regarding the event.

5.1.12 DAMAGES. Vendor shall assume liability and be financially responsible for the cost of any damages, losses, or fines which are caused by the Vendor employees, representatives, or any unauthorized person(s) that the Vendor employees allow into the building. The Vendor or its insured shall reimburse NCDOR or the owner of the damaged or stolen property for such damage or loss within thirty (30) days after written claim is submitted. If reimbursement is not made within the specified timeframe, the amount of that damage or loss may be deducted from the Vendor’s outstanding payments.

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5.1.13 UNAUTHORIZED ENTRY. Vendor employees shall not allow anyone to accompany them or admit anyone into any NCDOR building without prior approval of the NCDOR Office Manager. Leaving exterior doors or lockable windows unsecured may be grounds for Contract default.

5.1.14 CONFIDENTIALITY OF SECURITY INFORMATION. Information regarding the security and operations of the Service

Location is confidential and is not to be discussed with anyone except Vendor employees who have cleared NCDOR security requirements and perform Services at the Service Location. Failure to abide by this requirement may be grounds for Contract default.

5.1.15 PROFESSSIONALISM. Vendor employees shall conduct themselves in a professional manner and observe proper business etiquette while at the Service Location. Vendor employees shall not bring any illegal drugs or alcohol in Service Location.

Further, Vendor employees shall not bring any weapons, including but not limited to guns, knives, explosives, or other incendiary devices onto the Service Location for any reason. Vendor employees or representatives using excessive profanity or exhibiting violence shall be asked to leave the Service Location.

5.1.16 TRAINING. Vendor shall exclusively be responsible for training its employees on the proper handling of blood-borne pathogens in accordance with Occupational Safety and Health Administration requirements prior to starting Services. Any training pursuant to this section shall be at no cost to NCDOR. Vendor employees shall use such procedures when blood and/or any other type of bodily fluids are involved in Services. Vendor shall also instruct its employees on the appropriate entrances and exits for their use.

5.1.17 SOLICITING. Under no circumstances shall Vendor employees ask for donations from NCDOR’s employees, attempt to sell goods or services to NCDOR employees, or conduct any other form of solicitation. Failure to comply with this requirement may result in the Vendor employee(s) removal from the Service Location.

5.2 CLEANING

5.2.1 GENERAL CLEANING

Daily, Weekly, Bi-Weekly, Monthly, and Quarterly Services: Vendor’s employees shall perform General Cleaning duties subject to the Section 5.5 Schedule of Performance. All cleaning shall meet the approval of the NCDOR Office Manager and NCDOR Contract Manager. The Vendor shall provide the services no less frequently than the schedule specifies.

NOTE: If any types of normal janitorial duties have been inadvertently omitted, the contract is to be interpreted to include the same.

5.2.2 MAJOR MAINTENANCE

All Major Maintenance Services shall be planned with the NCDOR Contract Manager and NCDOR Office manager and formally scheduled and submitted in writing to the NCDOR Contract Manager at least three (3) weeks prior to the start of the work. Major Maintenance Services shall include window washing (inside/outside), wash ceiling vents and air return vents, carpet cleaning, floor stripping, buffing and waxing of all tile floors, and washing of all light lens/coverings

Major Maintenance Services should be completed subject to Section 5.5 Schedule of Performance one (1) time per year;

however, NCDOR does not guarantee this quantity.

If Major Maintenance Services are to be performed on…