46-DNCR-27-2196 IFB Bid Addendum 1 Revisions and Responses to Vendor Questions.pdf

North Carolina Solicitation Addendum Version Date: 11/2021

Page | 1

SOLCITATION ADDENDUM

THIS BID ADDENDUM IS REQUIRED TO BE SUBMITTED WITH VENDOR BID

RESPONSES.

1. The Solicitation is hereby modified as follows:

A. All occurrences of the Bid Opening are revised to 2:00 PM ET on

October 30, 2026.

B. Section 2.4 IFB Schedule is revised and restated below.

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 October 15, 2026 Hold Site Visit State October 21, 2026, at 11:00 AM ET Submit Written Questions Vendor October 22, 2026, by 12:00 PM ET Provide Response to Questions State October 26, 2026, by 4:00 PM ET Submit Bids Vendor October 30, 2026, at 2:00 PM ET Contract Award State To Be Determined

The Department of Natural and Cultural Resources will be conducting live bid openings over conference call. Below is the call-in information for this procurement’s bid opening scheduled for Friday, October 30, 2026, at 2:00 PM

ET.

Call-in telephone number: 1-984-204-1487

Phone Conference ID number: 616 087 916#

C. Section 6.3 invoices is revised and restated below.

Issuing Agency: Department of Natural and Cultural Resources Solicitation Number: 46-DNCR-27-2196 IFB Solicitation Description: Janitorial Services for Hanging Rock State Park Solicitation Opening Date and Time:

October 30, 2026, at 2:00 PM ET

Addendum Number: 1 Addendum Date: October 26, 2026 Purchasing Agent: Dwayne Alston

SOLICITATION NUMBER: 46-DNCR-27-2196 IFB

ADDENDUM NUMBER: 1 Error! Reference source not found.

North Carolina Solicitation Addendum

Page | 2

Vendor shall invoice the Purchasing Agency monthly. 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 Purchasing Agency to verify pricing at point of receipt matches the correct price from the original date of order. The following fields shall be included on all invoices, as relevant:

Vendor’s Billing Address, Customer Account Number, NC Contract Number, Order Date, Purchase Order Number, Item Descriptions, Price, Quantity, and Unit of Measure.

Invoices must be submitted to the following address:

Accounts Payable Department of Natural and Cultural Resources

PO#________________

4605 Mail Service Center Raleigh, NC 27699-4605

Digital copies of invoices can be emailed to DPR-AccountsPayable@ncparks.gov.

NO CHANGES/ABSOLUTELY NO VERBAL CHANGES TO THIS IFB. Absolutely no additional fees may be charged including but not exclusive to the fuel surcharges, administrative fees, handling fees, late fees, finance charges, sales tax, and refurbishment fees. Invoices should be billed AFTER services have been rendered, no future billing. Invoices must to match the numbered Items of the Purchase Order. A revised invoice can be requested if changes exceed audit standards.

Only services or goods on any contract arising from this IFB can be invoiced against the Purchase Order.

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

GOODS OR SERVICES ACCEPTED.

D. ATTACHMENT A: PRICING FORM is revised, restated and begins on the next page. Vendors shall complete revised ATTACHMENT A.

mailto:DPR-AccountsPayable@ncparks.gov

North Carolina Solicitation Addendum

Page | 3

ATTACHMENT A: PRICING FORM

FURNISH AND DELIVER: JANITORIAL SERVICE FOR HANGING ROCK STATE PARK

TABLE 1 will be evaluated.

TABLE 2 includes optional costs, and will not be evaluated, and may be purchased at the discretion of the State.

TABLE 1: JANITORIAL SERVICE FOR YEARS 1, 2, AND 3

ITEM QTY. SERVICE

DESCRIPTION

PRICE PER

SERVICE RATE

ANNUAL

SERVICE RATE

1 620

Provide janitorial service for Year 1 2026-2027 as outlined in Item 5.1.2.A.

Service Rate per Cabin

Total Annual Cost for Regular Routine Services

[Service Rate per Cabin x 620 (estimate)]

2 620 for Year 2 2027-2028 as for Regular Routine Services

[Service Rate per Cabin x 620 (estimate)]

3 620 for Year 3 2028-2029 as for Regular Routine Services

[Service Rate per Cabin x 620 (estimate)]

TOTAL COST

(Add Items 1-3 of TABLE 1)

North Carolina Solicitation Addendum

Page | 4

TABLE 2: OPTIONAL JANITORIAL SERVICE FOR YEARS 1, 2, AND 3

ITEM QTY. SERVICE

DESCRIPTION

PRICE PER

SERVICE RATE

ANNUAL

SERVICE RATE

1 10 Provide optional janitorial service for Year 1 2026- 2027 according to Item 5.1.2.B.

for Optional Services

[Service Rate per Cabin x 10 (estimate)]

2 10 Provide optional janitorial service for Year 2 2027- 2028 according to Item 5.1.2.B.

for Optional Services

[Service Rate per Cabin x 10 (estimate)]

3 10 Provide optional janitorial service for Year 3 2028- 2029 according to Item

5.1.2. B.

for Optional Services

[Service Rate per Cabin x 10 (estimate)]

TOTAL COST

(Add Items 1-3 of TABLE 2)

2. The following are questions received about the Solicitation and the State’s response to those questions:

Question # Document Section

Vendor Question State’s Response

1 5.1.3.H What are the typical guest checkout times and check-in times?

Check-in is 4:00 PM ET.

Check-out is 10:00 AM ET.

North Carolina Solicitation Addendum

Page | 5

Vendor Question State’s Response

2 5.1.3.F On the busiest days, how many cabins typically turn over on the same day?

3 5.1.3.F Which months or weeks book up first or are consistently full?

June, July and August

4 6.3 Is an “order” for invoicing purposes one cleaning or one month of cleanings?

May the Vendor submit one invoice per month, or more than one per month?

Vendors shall invoice the Purchasing Agency monthly.

Section 6.3 Invoices is revised per this Bid Addendum.

5 5.1.3.C & Attachment

Two

If one cabin fails inspection, is the entire invoice held, or only that cabin?

Just that cabin.

6 5.1.3.C & Attachment

Two

If a guest leaves excessive mess or damage, does it count against the inspection score?

No.

6 5.1.2.C Is there on-site storage available for the Vendor’s cleaning equipment and supplies?

Yes.

7 5.1.2.A Are bed-making, linens, or laundry part of the required scope?

No.

North Carolina Solicitation Addendum

Page | 6

Vendor Question State’s Response

8 4.4 References May references be private commercial or residential cleaning clients?

Vendors shall upload to the Sourcing Tool at least three

(3) references, using

ATTACHMENT: CUSTOMER

REFERENCE FORM, for which it has provided services of similar size and scope to those proposed herein. Please see Section 4.4 in its entirety.

9 Attachment A The form lists years 2023-2024 through 2025-2026, but Section 1.1 states a contract term of January 5, 2027, to January 4, 2030.

Which years apply?

ATTACHMENT A: PRICING

FORM is revised per this Bid Addendum.

10 Attachment A Table 2, Year 1 also references Item 5.1.1.B, while the optional services appear in Item 5.1.2.B. Please confirm.

ATTACHMENT A: PRICING

FORM is revised per this Bid Addendum.

11 2.2 eProcurement

Fee

Will the eProcurement transaction fee apply to this contract?

Because this solicitation is a service, the 1.75% eProcurement fee does not apply.

The remainder of this page is intentionally left blank.

North Carolina Solicitation Addendum

Page | 7

Check ONLY ONE of the following options and return one properly executed copy of this Addendum prior to the Solicitation opening time and date.

☐ A response was submitted prior to this Addendum. An updated response has been submitted to address the changes resulting from this Addendum.

☐ A response was submitted prior to this Addendum. NO CHANGES have resulted from this Addendum.

☐ A response was not submitted prior to this Addendum. ANY CHANGES resulting from this Addendum are included in our response.

ALL OTHER TERMS AND CONDITIONS REMAIN THE SAME

Authorized Signature Date

Printed Name Title