50-2425008-NCCCS-Specialized Medical Equipment and Supplies-IFB Final-900022-000.pdf

IFB Number: 50-2425008

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OFFER AND ACCEPTANCE

The State seeks offers for the goods, software, and/or services described in this solicitation. The State’s acceptance of any offer must be demonstrated by execution of the acceptance found below and any subsequent Request for Best and Final Offer, if issued. Acceptance shall create a contract having an order of precedence as follows: In cases of conflict between documents comprising the contract, the order of precedence shall be (1) Best and Final Offers, if any, (2) special terms and conditions specific to this IFB, (3) specifications, (4) North Carolina Department of Information Technology Terms and Conditions of this IFB, and (5) the agreed portions of the awarded Vendor’s offer. No contract shall be binding on the State until an encumbrance of funds has been made for payment of the sums due under the contract.

EXECUTION

In compliance with this Invitation for Bid, and subject to all the conditions herein, the undersigned offers and agrees to furnish any or all Services or goods upon which prices are offered, at the price(s) offered herein, within the time specified herein. By executing this offer, I certify that this offer is submitted competitively and without collusion.

Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not acceptable.

OFFEROR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY, STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL.

NO

PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:

AUTHORIZED SIGNATURE: DATE: E-MAIL:

Offer valid for 180 days from date of offer opening unless otherwise stated here: ____ days

ACCEPTANCE OF OFFER

If any or all parts of this IFB are accepted, an authorized representative of NCCCS shall affix their signature hereto.

A copy of this acceptance will be forwarded to the successful vendor(s).

FOR STATE USE ONLY

Offer accepted and contract awarded this ______ day of _____________________, 20____, as indicated on attached certification, by _____________________________________________ (Authorized representative of NCCCS).

STATE OF NORTH CAROLINA INVITATION FOR BIDS NO. 50-2425008

NORTH CAROLINA COMMUNITY COLLEGE

SYSTEM (NCCCS)

Offers will be publicly opened: November 27, 2024

Issue Date: October 23, 2024

Refer ALL inquiries regarding this IFB to:

Grant F. Braley

Director of Procurement & Auxiliary Services

Email: braleyg@nccommunitycolleges.edu

Phone: (919) 807-7199

Commodity Number: 4220

Description: Medical Diagnostic Imaging and Nuclear Medicine Products

Using Agency: NCCCS

See page 2 for mailing instructions. Requisition No.: N/A mailto:braleyg@nccommunitycolleges.edu

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TABLE OF CONTENTS

1.0 INTENT, USE, DURATION AND SCOPE

2.0 GENERAL INFORMATION

2.1. MANDATORY SITE VISIT OR MANDATORY PRE-OFFER CONFERENCE - RESERVED

2.2. VENDOR QUESTIONS

2.3. ADDENDA

2.4. OFFER SUBMITTAL

2.5. BASIS FOR REJECTION

2.6. LATE OFFERS

2.7. NON-RESPONSIVE OFFERS

2.8. NOTICE TO VENDORS

2.9. E-PROCUREMENT SOLICITATION

2.10. DISTRIBUTORS AND RESELLERS

2.11. POSSESSION AND REVIEW

2.12. BEST AND FINAL OFFERS (BAFO)

2.13. AWARD

2.14. POINTS OF CONTACT

3.0 SPECIFICATIONS

3.1. VENDOR STANDARD AGREEMENT(S)

3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S

3.3. E-VERIFY

3.4. PRODUCT MAKE AND MODEL

3.5. DESCRIPTIVE LITERATURE

3.6 SECURITY SPECIFICATIONS

3.7 ENTERPRISE ARCHITECTURE SPECIFICATIONS – RESERVED

3.8. PRODUCT RECALL

3.9. WARRANTY

3.10. SERVICE

3.11. CONTRACT TERM

3.12. DELIVERY

3.13 SPECIFICATIONS

3.14 AUTHORIZED RESELLER

3.15 ADDITIONAL DISCOUNT OFFERS/REBATES

3.16 POST AWARD PRODUCT SUBSTITUTIONS, ADDITIONS & REMOVALS

3.17 TRAINING

3.18 MAINTENANCE MANUAL

3.19 INSTRUCTION MANUALS

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3.20 CERTIFICATION AND SAFETY LABELS

3.21 RETURN/RESTOCKING POLICY

3.22 PRODUCT RECALL

3.23 OUT-OF-STOCK & BACK-ORDERS

4.0 FURNISH AND DELIVER

5.0 ADDITIONAL INFORMATION

5.1. HISTORICALLY UNDERUTILIZED BUSINESSES

5.2. RECYCLED CONTENT

5.3. ENERGY STAR PRODUCTS

6.0 NC DEPARTMENT OF INFORMATION TECHNOLOGY INSTRUCTIONS TO VENDORS

7.0 NC DEPARTMENT OF INFORMATION TECHNOLOGY TERMS AND CONDITIONS

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1.0 INTENT, USE, DURATION AND SCOPE

The North Carolina Community College System (NCCCS) through the coordination with the North Carolina Community College System Office (NCCCSO) aids and guides in creating contracts to ensure more competitive pricing by procuring essential products and services for the fifty-eight (58) Community Colleges within the State of North Carolina. Depending on the participating community college and the type of equipment, software, etc. being procured, data may be stored either on-prem, on cloud (SaaS), or both.

The purpose of this IFB is to award an Agency Specific Term Contract(s) for Vendor(s) to furnish and deliver, throughout the contract period, for new, unused and in current production Specialized Medical Equipment and Supplies on an as “needed basis” if and when ordered by the community colleges in the following categories:

• Category A: Portable X-Ray Machine Equipment & Supplies

• Category B: Cardiology Machine Equipment & Supplies

• Category C: Sonography Machine Equipment & Supplies

• Category D: Medication Management System Equipment & Supplies

• Category E: Fully Segmented Real Human 3D Convertible Anatomy System (Virtual Dissection)

Convertible Table and Supplies

The contract resulting from this IFB is a convenience except under the conditions specified in G.S. §115D-58.14(a).

The Community College System consists of the following colleges:

1. Alamance Community College

2. Asheville-Buncombe Technical Community College

3. Beaufort County Community College

4. Bladen Community College

5. Blue Ridge Community College

6. Brunswick Community College

7. Caldwell Community College and Technical Institute

8. Cape Fear Community College

9. Carteret Community College

10. Catawba Valley Community College

11. Central Carolina Community College

12. Central Piedmont Community College

13. Cleveland Community College

14. Coastal Carolina Community College

15. College of The Albemarle

16. Craven Community College

17. Davidson-Davie Community College

18. Durham Technical Community College

19. Edgecombe Community College

20. Fayetteville Technical Community College

21. Forsyth Technical Community College

22. Gaston College

23. Guilford Technical Community College

24. Halifax Community College

25. Haywood Community College

26. Isothermal Community College

27. James Sprunt Community College

28. Johnston Community College

29. Lenoir Community College

30. Martin Community College

31. Mayland Community College

32. McDowell Technical Community College

33. Mitchell Community College

34. Montgomery Community College

35. Nash Community College

36. Pamlico Community College

37. Piedmont Community College

38. Pitt Community College

39. Randolph Community College

40. Richmond Community College

41. Roanoke-Chowan Community College

42. Robeson Community College

43. Rockingham Community College

44. Rowan-Cabarrus Community College

45. Sampson Community College

46. Sandhills Community College

47. South Piedmont Community College

48. Southeastern Community College

49. Southwestern Community College

50. Stanly Community College

51. Surry Community College

52. Tri-County Community College

53. Vance-Granville Community College

54. Wake Technical Community College

55. Wayne Community College

56. Western Piedmont Community College

57. Wilkes Community College

58. Wilson Community College

The Contract shall have an initial term of three (3) years, beginning on the date of final Contract execution (the “Effective Date”) with the option to renew for four (4) additional one-year periods. The State reserves the right to extend a contract term after the last active term. Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto. Goods and Services will be provided in accordance with the terms and conditions of this IFB.

https://www.ncleg.gov/EnactedLegislation/Statutes/PDF/BySection/Chapter_115D/GS_115D-58.14.pdf

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2.0 GENERAL INFORMATION

2.1. MANDATORY SITE VISIT OR MANDATORY PRE-OFFER CONFERENCE - RESERVED

2.2. VENDOR QUESTIONS

All inquiries regarding the solicitation specifications or requirements are to be addressed to the contact person listed on Page One of this solicitation. Vendor contact regarding this Solicitation with anyone other than the contact person listed on Page One of this Solicitation may be grounds for rejection of said Vendor’s offer.

Written questions concerning this Solicitation will be received until November 4, 2024 at 2:00 PM Eastern Time. They must be submitted to the contact person listed on Page One of this Solicitation via braleyg@nccommunitycolleges.edu. Please enter “Questions Solicitation 50-22425008” as the subject for the message. Questions should be submitted in the following format:

Reference Vendor Question

IFB Section, Page Number

2.3. ADDENDA

The State may issue addenda if Vendor questions are permitted as described above, or if additional terms, specifications, or other changes are necessary for this procurement. It is important that all Vendors bidding on this IFB periodically check the NC eVP for any and all Addenda that may be issued prior to the offer opening date. All addenda shall become an Addendum to this IFB.

2.4. OFFER SUBMITTAL

Due Date: November 27, 2024

Time: 2:00 PM Eastern Time

Vendors must submit their offers via the Ariba Sourcing Tool. Bids submitted via any other method will NOT be accepted.

It is the Vendor’s sole responsibility to upload its offer to the Ariba Sourcing Tool by the specified time and date of opening. The Vendor shall bear the risk for late electronic submission due to unintended or unanticipated delay including, but not limited to, internet issues, network issues, or application issues. Failure to submit an offer in strict accordance with instructions provided shall constitute sufficient cause to reject a Vendor’s offer(s).

a. Submit one (1) signed offer via the Ariba Sourcing Tool.

b. File names should identify the Vendor name, solicitation number, and document in that order (e.g., Vendor Name - IFB 50-2425008 - Bid).

c. File content must not be password protected. The file formats must be in .PDF, .JPEG, .DOC or .XLS format, and must be capable of being copied to other sources. Inability by the State to open the Vendor’s files may result in rejection of the Offer.

d. The Vendor must indicate in Section 4 of the Sourcing Tool if its Offer contains any Confidential Information (as defined in Section 8.0, Department of Information Technology Terms and Conditions, Section 1, Paragraph 18). If so, the Vendor must attach a redacted copy of its Offer in Section 6 of the Sourcing Tool.

For instructions on how to use the Sourcing Tool to view solicitations, submit questions, upload documents, and submit offers, please see https://eprocurement.nc.gov/training/vendor-training

Questions or issues related to the Sourcing Tool can be directed to the North Carolina eProcurement Help Desk at (888) 211-7440. Help Desk representatives are available Monday through Friday from 7:30 AM - 5:00

PM ET.

mailto:braleyg@nccommunitycolleges.edu https://eprocurement.nc.gov/training/vendor-training

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2.5. BASIS FOR REJECTION

Pursuant to 9 NCAC 06B.0401, the State reserves the right to reject any and all offers, in whole or in part; by deeming the offer unsatisfactory as to quality or quantity, delivery, price or service offered; non-compliance with the specifications or intent of this solicitation; lack of competitiveness; error(s) in specifications or indications that revision would be advantageous to the State; cancellation or other changes in the intended project, or other determination that the proposed requirement is no longer needed; limitation or lack of available funds; circumstances that prevent determination of the best offer; or any other determination that rejection would be in the best interest of the State. Vendor contact regarding this IFB with anyone other than Grant Braley may be grounds for rejection of said Vendor’s offer.

2.6. LATE OFFERS

Regardless of cause, late offers will not be accepted and will automatically be disqualified from further consideration. It shall be the Vendor’s sole risk to ensure delivery at the designated office by the designated time. Late offers will not be opened and may be returned to the Vendor at the expense of the Vendor or destroyed if requested.

2.7. NON-RESPONSIVE OFFERS

Vendor offers will be deemed non-responsive by the State and will be rejected without further consideration or evaluation if statements such as the following are included:

• “This offer does not constitute a binding offer”,

• “This offer will be valid only if this offer is selected as a finalist or in the competitive range”,

• “Vendor does not commit or bind itself to any terms and conditions by this submission”,

• “This document and all associated documents are non-binding and shall be used for discussion purposes only”,

• “This offer will not be binding on either party until incorporated in a definitive agreement signed by authorized representatives of both parties”, or

• A statement of similar intent.

2.8. NOTICE TO VENDORS

The State objects to and will not be required to evaluate or consider any additional terms and conditions not previously agreed to by the State and submitted with an Offeror’s response. This applies to any language appearing in or attached to the document as part of the Offeror’s response.

By execution and delivery of this Invitation for Bids and response(s), the Offeror agrees that any additional terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect.

2.9. E-PROCUREMENT SOLICITATION

This is an E-Procurement solicitation. See Paragraph #47 of the attached Department of Information Technology Terms and Conditions.

The Terms and Conditions made part of this solicitation contain language necessary for the implementation of North Carolina’s statewide E-Procurement initiative. It is the Vendor’s responsibility to read these terms and conditions carefully and to consider them in preparing the offer. By signature vendor acknowledges acceptance of all terms and conditions including those related to E-Procurement.

a) General information on the E-Procurement service can be found at http://eprocurement.nc.gov/

b) Within two days after notification of award of a contract, vendor must register in NC E-Procurement @ Your Service at the following web site: https://vendor.ncgov.com/vendor/login

c) As of the IFB submittal date, the Vendor must be current on all e-Procurement fees. If the Vendor is not current on all E-Procurement fees, the State may disqualify the Vendor from participation in this IFB.

http://eprocurement.nc.gov/ https://vendor.ncgov.com/vendor/login

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2.10. DISTRIBUTORS AND RESELLERS

“Resellers” as used herein, refers to businesses that routinely sell or distribute Vendor’s Products, and may include “Distributors”, “Value Added Resellers” (VARs), “Original Equipment Manufacturers” (OEMs), Channel Partners, or such other designations. These businesses must be approved by the State prior to placement of any orders. Any contract established will be subject to this solicitation and any resulting Agreement(s), and to the terms and conditions of the State’s competitive bidding process.

The Agency acknowledges that the Reseller has merely purchased the Third-Party Items for resale or license to the Agency, and that the proprietary and intellectual property rights to the Third Party Items are owned by parties other than the Reseller (“Third Parties”). The Agency further acknowledges that except for the payment to the Reseller for the Third-Party Items, all of its rights and obligations with respect thereto flow from and to the Third Parties. The Reseller shall provide the Agency with copies of all documentation and warranties for the Third-Party Items which are provided to the Reseller. The Reseller shall assign all applicable third-party warranties for Deliverables to the Agency.

2.11. POSSESSION AND REVIEW

During the evaluation period and prior to award, possession of the bids and accompanying information is limited to personnel of the issuing agency, and to the committee responsible for participating in the evaluation.

Vendors who attempt to gain this privileged information, or to influence the evaluation process (i.e. assist in evaluation) will be in violation of purchasing rules and their offer will not be further evaluated or considered.

After award of contract the complete bid file will be available to any interested persons with the exception of trade secrets, test information or similar proprietary information as provided by statute and rule. Any proprietary or confidential information, which conforms to exclusions from public records as provided by N.C.G.S. §132-1.2 must be clearly marked as such in the offer when submitted.

2.12. BEST AND FINAL OFFERS (BAFO)

The State may establish a competitive range based upon evaluations of offers, and request BAFOs from the Vendor(s) within this range; e.g. “Finalist Vendor(s)”. If negotiations or subsequent offers are solicited, the Vendor(s) shall provide BAFO(s) in response. Failure to deliver a BAFO when requested shall disqualify the non-responsive Vendor from further consideration. The State will evaluate BAFO(s), oral presentations, and product demonstrations as part of the Vendors’ respective offers to determine the final rankings.

2.13. AWARD

As provided by statute, award will be based on Best Value Analysis, Lowest Price Technically Acceptable Source Selection Method in accordance with N.C.G.S. §143B-1350(h), which provides that the offer must be in substantial conformity with the specifications herein, and 09 NCAC 06B.0302.

Categories A-E:

All responsive bids will be reviewed, and award or awards will be based on the responsive bids(s) to provide the estimated requirements as to breadth of lines, highest % discount offered off MSRP List, quantity, quality, delivery, service, and/or geographical coverage. It is the State’s intent to have multiple manufacturers represented in each category. In the event that two (2), or more Vendors offer the same manufacturer’s product(s), it is the intent of the State to make an award to the Vendor with the most complete offering, and highest % discount offered off MSRP List for a particular manufacturer’s product(s). Products offered must currently be available on the manufacturer’s published MSRP. Submission of manufacturer’s price schedules developed specifically for this Bid will result in disqualification from award consideration.

While the intent of this IFB is to award a Contract(s) to multiple manufacturers per each category, the State reserves the right, to not award any portion of the goods or services 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 Vendor may bid on (1) one; multiple categories or all categories. The State reserves the right to make partial awards to more than one Vendor of a manufacturer’s products within a category, if the State determines that it is in its best interest to do so to obtain the most complete offering of a manufacturer’s products at the highest % discount offered.

A link to the NC Electronic Vendor Portal (eVP) allows the public to retrieve contract award information electronically from the web site: https://evp.nc.gov/ Results may be found by searching by IFB number or agency name. This information may not be available for several weeks dependent upon the complexity of the acquisition and the length of time to complete the evaluation process.

https://evp.nc.gov/

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2.14. POINTS OF CONTACT

Contact by the Offeror’s representatives as shown below for contractual and technical matters related to this IFB is only permitted with Grant Braley:

Vendor Contractual Point of Contact Vendor Technical Point of Contact

Contract Manager Name:

Address:

Email Address:

Phone Number:

Technical Lead Name:

Address:

Email Address:

Phone Number:

3.0 SPECIFICATIONS

3.1. VENDOR STANDARD AGREEMENT(S)

The terms and conditions of Vendor’s standard services, license, maintenance or other agreement(s) applicable to Services, Goods, Software and other Products acquired under this Agreement may apply to the extent such terms and conditions do not materially change the terms and conditions of this Agreement. In the event of any conflict between the terms and conditions of this Agreement and the Vendor’s standard agreement(s), the terms and conditions of this Agreement relating to audit and records, jurisdiction, choice of law, the State’s electronic procurement application of law or administrative rules, the remedy for intellectual property infringement and the exclusive remedies and limitation of liability in the NCDIT Terms and Conditions herein shall apply in all cases and supersede any provisions contained in Vendor’s relevant standard agreement or any other agreement. The State shall not be obligated under any standard license and/or maintenance or other Vendor agreement(s) to indemnify or hold harmless the Vendor, its licensors, successors or assigns; nor arbitrate any dispute, nor pay late fees, legal fees or other similar costs.

3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S.

In accordance with N.C.G.S. §143B-1361(b), Vendor must detail in the IFB response, the manner in which it intends to utilize resources or workers located outside the U.S. The State of North Carolina will evaluate the additional risks, costs, and other factors associated with such utilization prior to making an award for any such Vendor’s offer. The Vendor shall provide the following for any offer or actual utilization or contract performance:

a) The location of work performed under a state contract by the Vendor, any subcontractors, employees, or other persons performing the contract and whether any of this work will be performed outside the United States.

b) The corporate structure and location of corporate employees and activities of the Vendors, its affiliates or any other subcontractors.

c) Notice of the relocation of the Vendor, employees of the Vendor, subcontractors of the Vendor, or other persons performing Services under a state contract outside of the United States.

d) Any Vendor or subcontractor providing call or contact center Services to the State of North Carolina shall disclose to inbound callers the location from which the call or contact center Services are being provided.

Will any work under this contract be performed outside the United States? YES NO

If Vendor answered “YES” above, list the location(s) outside the United States where work under this contract will be performed by Vendor, any sub-contractors, employees, or other persons performing work under the contract.

3.3. E-VERIFY

Pursuant to N.C.G.S. § 143B-1350(k), the State shall not enter into a contract unless the awarded Vendor and each of its subcontractors comply with the E-Verify requirements of N.C.G.S. Chapter 64, Article 2.

Vendors are directed to review the foregoing laws. Any awarded Vendor must submit a certification of compliance with E-Verify to the awarding agency, and on a periodic basis thereafter as may be required by the State.

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3.4. PRODUCT MAKE AND MODEL

Manufacturer’s name and model/catalog numbers used are for the purpose of identification and to establish quality level desired. Such references are not intended to be restrictive and comparable products of other manufacturers will be considered. However, Vendors are cautioned that any deviation from specifications must be pointed out in their offers.

3.5. DESCRIPTIVE LITERATURE

All offers shall include specifications and technical literature sufficient to allow the State to determine that the equipment meets all requirements. This technical literature will be the primary source for bid evaluation. If a requirement is not addressed in the technical literature, it must be supported by additional documentation and included with the bid. Bid responses without sufficient technical documentation may be rejected.

3.6 SECURITY SPECIFICATIONS

Depending on the participating community college and the type of equipment, software, etc. being procured, data may be stored either on-prem, on cloud (SaaS), or both.

3.6.1 SOLUTIONS HOSTED ON STATE INFRASTRUCTURE

Vendors shall provide a completed Vendor Readiness Assessment Report State Hosted Solutions (“VRAR”) at offer submission. This report is located at the following website:

https://it.nc.gov/documents/vendor-readiness-assessment-report

The Specialized Medical Equipment and Supplies will be required to receive and securely manage data that is classified as Program Critical, Low Risk. Refer to the North Carolina Statewide Data Classification and Handling policy for more information regarding this data classification. The policy is located at the following website: https://it.nc.gov/document/statewide-data-classification-and-handling-policy

To comply with the State’s Security Standards and Policies, State agencies are required to perform annual security/risk assessments on their information systems using NIST 800-53 controls.

3.6.2 SOLUTIONS NOT HOSTED ON STATE INFRASTRUCTURE

The Specialized Medical Equipment and Supplies will be required to receive and securely manage data that is classified as Program Critical, Low Risk. Refer to the North Carolina Statewide Data Classification and Handling policy for more information regarding data classification. The policy is located at the following website:

https://it.nc.gov/document/statewide-data-classification-and-handling-policy.

To comply with the State’s Security Standards and Policies, State agencies are required to perform annual security/risk assessments on their information systems using NIST 800-53 controls. This requirement additionally applies to all Vendor-provided, agency-managed Infrastructure as a Service (IaaS), Platform as a Service (PaaS), and Software as a Service (SaaS) solutions which will handle data classified as Medium Risk (Restricted) or High Risk (Highly Restricted) data.

(a) Vendors shall provide a completed Vendor Readiness Assessment Report Non-State Hosted Solutions (“VRAR”) at offer submission. This report is located at the following website:

https://it.nc.gov/documents/vendor-readiness-assessment-report

(b) Upon request, Vendors shall provide a current independent 3rd party assessment report in accordance with the following subparagraphs (i)-(iii) prior to contract award. However, Vendors are encouraged to provide a current independent 3rd party assessment report in accordance with subparagraphs (i)-(iii) at the time of offer submission.

(i) Federal Risk and Authorization Management Program (FedRAMP) certification, SOC 2 Type 2, ISO 27001, or HITRUST are the preferred assessment reports for any Vendor solutions which will handle data classified as Medium Risk (Restricted) or High Risk (Highly Restricted).

(ii) A Vendor that cannot provide a preferred independent 3rd party assessment report as described above may submit an alternative assessment, such as a SOC 2 Type 1 assessment report.

The Vendor shall provide an explanation for submitting the alternative assessment report. If awarded this contract, a Vendor who submits an alternative assessment report shall submit one of the preferred assessment reports no later than 365 days of the Effective Date of the contract. Timely submission of this preferred assessment report shall be a material requirement of the contract.

https://it.nc.gov/documents/vendor-readiness-assessment-report https://it.nc.gov/document/statewide-data-classification-and-handling-policy https://it.nc.gov/document/statewide-data-classification-and-handling-policy https://it.nc.gov/documents/vendor-readiness-assessment-report

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(iii) An IaaS vendor cannot provide a certification or assessment report for a SaaS provider UNLESS permitted by the terms of a written agreement between the two vendors and the scope of the IaaS certification or assessment report clearly includes the SaaS solution.

(c) Additional Security Documentation. Prior to contract award, the State may in its discretion require the Vendor to provide additional security documentation, including but not limited to, vulnerability assessment reports and penetration test reports. The awarded Vendor shall provide such additional security documentation upon request by the State during the term of the contract.

3.7 ENTERPRISE ARCHITECTURE SPECIFICATIONS – RESERVED

3.7.1 ARCHITECTURE DIAGRAMS

The two diagrams are Network Architecture and Technology Stack. The State utilizes architectural diagrams to better understand the design and technologies of a proposed solution. Details on these diagrams can be found at the following link: https://it.nc.gov/resources/statewide-it-procurement/vendor-engagement-resources#Tab-Architecture-1192

The provision of these two diagrams is a requirement at offer submission. If they are not supplied at that time, the Vendor’s offer will be considered non-responsive and will not be evaluated.

There may be additional architectural diagrams requested of the vendor after contract award. This will be communicated to the vendor by the agency as needed during the project.

3.7.2 SOLUTION ROADMAP

A Solution Roadmap defines the vision and strategic elements of the solution. The Solution Roadmap is a plan of action for how a Solution will evolve over time. The minimum content should include:

• Vision for the solution

• High-level functionality expected for each solution release into production environment

• High-level timeline

• Description of how customer feedback is collected and incorporated into solution enhancements

Describe the solution roadmap for your product. Include content on release strategies for functionality, roadmap for technical architecture, how scalability of solution is planned.

3.7.3 IDENTITY AND ACCESS MANAGEMENT

The proposed solution must externalize identity and access management. The protocols describing the State’s Identity and Access Management can be found at the following link:

https://it.nc.gov/services/vendor-engagement-resources#Tab-IdentityAccessManagement-1241

Describe how your solution supports the above protocols, as well as making them available for application integration/consumption.

3.7.4 INTEGRATION APPROACH

Describe proposed solution capabilities to interoperate with other solutions. Identify the standards supported, integrations platforms, adaptors, APIs, and the like.

3.7.5 DISASTER RECOVERY AND BUSINESS CONTINUITY

Describe the proposed solution capabilities related to the following areas:

Disaster Recovery Plan (DRP) – describe how proposed solution supports Recovery Point Objectives (RPO) and Recovery Time Objectives (RTO) metrics.

System Backup – describe backup plan capabilities.

https://it.nc.gov/resources/statewide-it-procurement/vendor-engagement-resources#Tab-Architecture-1192 https://it.nc.gov/resources/statewide-it-procurement/vendor-engagement-resources#Tab-Architecture-1192 https://it.nc.gov/services/vendor-engagement-resources#Tab-IdentityAccessManagement-1241

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Disaster Recovery Testing – describe the frequency and test procedures for end-to-end disaster recovery testing. Business Continuity Plan (BCP) – describe capabilities proposed solution can provide in support of agency’s continuity of operations and incident responses.

3.7.6 DATA MIGRATION

Describe approaches available for data conversion and/or data migration to load current data into proposed solution.

3.7.7 APPLICATION MANAGEMENT

Describe how the proposed solution monitors and reports the metrics on system performance.

Describe how the proposed solution manages user administration.

Describe the audit capabilities of proposed solution related to management of the application.

3.7.8 ACCESSIBILITY

Describe how the proposed solution complies with industry accessibility standards.

Provide product documentation that demonstrates how the proposed solution is digitally accessible or if not fully accessible, provide the roadmap with timeline for remediation.

Standards include:

• W3C Web Accessibility Initiative - Web Content Accessibility Guidelines (WCAG) 2.1:

https://www.w3.org/TR/WCAG21/

• Section 508: https://www.section508.gov/

• Voluntary Product Accessibility Template (VPAT®):

https://www.itic.org/policy/accessibility/vpat

ENTERPRISE, SERVICES, AND STANDARDS

Agencies and vendors should refer to the Vendor Resources Page for information on North Carolina Department of Information Technology regarding architecture, security, strategy, data, digital, identity and access management and other general information on doing business with State IT process.

The Vendor Resources Page found at the following link: https://it.nc.gov/vendor-engagement-resources. This site provides vendors with statewide information and links referenced throughout the RFP document. Agencies may request additional information.

3.8. PRODUCT RECALL

Vendor assumes full responsibility for prompt notification of both the contract administrator and purchaser of any product recall in accordance with the applicable State and federal regulations.

3.9. WARRANTY

Vendor warrants that all equipment furnished under this IFB will be new, of good material and workmanship.

The warranty will be for a minimum period of twelve (12) months from date equipment is put into operation.

Such warranty shall cover the cost of all defective parts replacement, labor, freight, and technicians travel at no additional cost to the State.

The report of a problem does not presuppose that every call must result in an “on-site” visit for service/repair.

The Vendor and/or service sub-contractor shall utilize best efforts to resolve problems in a timely fashion through the use of acceptable servicing methods to include, but not limited to, verbal problem analysis and remote diagnosis. The warranty requirement does not impose any additional duty on the State to make other than normal and good faith problem resolution efforts or expenditures of time. Vendor is responsible for compliance with warranty terms by any third-party service provider.

Is Vendor authorized by manufacturer to repair equipment offered during the warranty period?

YES NO

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.w3.org%2FTR%2FWCAG21%2F&data=05%7C02%7Cstarr.christen%40nc.gov%7C3737b44528934d4e45f508dc3a2fddad%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C638449224463390497%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=e02p3b8aB5KB1xe2s6LB3ksZyRtoo09MCHTXDzO5E6Q%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.section508.gov%2F&data=05%7C02%7Cstarr.christen%40nc.gov%7C3737b44528934d4e45f508dc3a2fddad%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C638449224463398992%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=pzgUTV7chyDcngdl6SvQJ3tAIz7RLJvSY02jf8A4SRg%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.itic.org%2Fpolicy%2Faccessibility%2Fvpat&data=05%7C02%7Cstarr.christen%40nc.gov%7C3737b44528934d4e45f508dc3a2fddad%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C638449224463405831%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=5PxuYxDYvzebQ0oJ4qLv%2BXmBS25YhqJa3ms9L3r8c8c%3D&reserved=0 https://it.nc.gov/vendor-engagement-resources https://it.nc.gov/vendor-engagement-resources

Page 12 of 44 Version 5.15.24

Will Vendor provide warranty service? YES NO, an authorized third party will perform warranty service

Contact information for warranty service provider:

Company Name: _____________________________________________

Company Address: _____________________________________________

Contact Person: _____________________________________________

Contact Person Phone Number: _____________________________________________

Contact Person Email: _____________________________________________

3.10. SERVICE

Services shall be provided during normal working hours (8:00 AM EST to 5:00 PM EST weekdays). Vendor shall state response time, telephone, information, and location from which service will be provided.

Maximum response time to this location after receipt of service call: ______________ hours

Bidder has toll-free number for service calls: YES NO

If yes, state toll-free number: ____________________

Bidder will accept collect call for service. YES NO

State telephone number: _______________________________

Address of service facility: ______________________________

3.11. CONTRACT TERM

A contract awarded pursuant to this IFB shall have an effective date as provided in the Notice of Award. The term shall be three (3) years and will expire upon the anniversary date of the effective date unless otherwise stated in the Notice of Award, or unless terminated earlier. The State retains the option to extend this contract for four (4) additional one (1) year periods at its sole discretion.

3.12. DELIVERY

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

Vendor should complete delivery within thirty (30) consecutive calendar days after receipt of purchase order.

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.

The specified location may include a loading dock or area inside a building. Awarded Vendor shall notify Buyer at least two (2) business days in advance of a delivery to allow for the availability of agency personnel to receive the product(s) if agency so requires on its purchase order.

Vendor shall furnish all necessary transportation, materials, and supplies as may be required to deliver, install and set-in place ready for owner’s use. The successful Vendor(s) shall notify the Buyer when one or more items in an order cannot be delivered within the time specified. After notification to the Buyer of a fulfillment delay of one or more items in a shipment, the Buyer may cancel undelivered items within an order, or an order in its entirety, without penalty or charge, providing the cancellation occurs before the delayed item or order has shipped.

Installation of items requiring custom or complex fitting or assembly efforts due to the nature of the item may be billed under the following conditions: the amount of the installation charge is identified in Vendor’s catalogue in conjunction with the relevant item, the Buyer is provided an option to affirmatively accept or

Page 13 of 44 Version 5.15.24 decline installation services at the time of ordering, and any approved charge is listed as a separate line item on the purchase order and invoice.

Acceptance and approval of charges for installation of such items shall be at the sole discretion of the Buyer.

Any resulting damages to the item or to other State property during the installation by the Vendor shall be repaired at the Vendor's sole expense. General set-up activities needed to make an item ready for use shall not be considered installation and shall be included in the contract price. Upon completion of the installation, the Vendor shall remove and properly dispose of all waste and debris from the installation site. The Vendor shall be responsible for leaving the installation area clean and ready to use.

3.13 SPECIFICATIONS

Each Vendor shall offer the manufacturer’s complete product line for the categories shown. Parts & Accessories must be available at the percent discount off of the Manufacturer’s Standard Retail Price (MSRP) or other manufacturer’s current published price listing (List Price, Suggested Retail Price, etc.) as referenced for each line item’s category. Below is a non-exhaustive list of the manufactures the Purchasing Agency is seeking:

Categories

a) Category A: Portable X-Ray Machine Equipment & Supplies

Manufacturers: Medilink, Paxera, Del Medical, Philips, GE, Mindray

b) Category B: Cardiology Machine Equipment & Supplies

Manufacturers: Medilink, Paxera, Del Medical, Philips, GE, Mindray

c) Category C: Sonography Machine Equipment & Supplies

Manufacturers: Medilink, Paxera, Del Medical, Philips, GE, Mindray

d) Category D: Medication Management System, Equipment & Supplies

Manufacturer: Becton Dickinson Pyxis

e) Category E: Fully Segmented Real Human 3D Convertible Anatomy System (Virtual Dissection)

Convertible Table and Supplies

Manufacturer: Anatomage

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

Vendor is the: Manufacturer Dealer Reseller Distributor

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

3.15 ADDITIONAL DISCOUNT OFFERS/REBATES

This component of the Pricing Response is optional, but the State encourages Vendors to provide additional financial incentives, if possible, within the scope of this IFB that will benefit the State. These additional incentives could include, but are not limited to, additional discounts based on total spend volumes, tier pricing, rebates, additional discounts by manufacture or product type, etc. Additional Discount Offers shall be in addition to the discounts bid on Discount Off items.

Volume or tier discounts, if offered, shall also be based on the published retail price list. All discounts offered shall remain in effect for the entire contract period and cannot be decreased. However, the discount may be increased, and any such increase shall remain in effect for the reminder of the contract period and any subsequent extensions. Volume or tier discounts, if offered, shall apply to purchase orders placed for delivery to the same location. Vendor may provide volume or tier discounts to orders that include multiple delivery points from the same agency. Rebates will be applied at the time of purchase. The participating community college will request a quote from the Vendor for items purchased. The vendor will indicate on the quote if the

Page 14 of 44 Version 5.15.24 item has a rebate, volume discount or other incentive for the participating community college to create a requisition prior to the purchase order being issued.

The State reserves the right to accept or reject all or part of proposed Additional Discount Offers as part of a Vendor’s Total Price Submittal Value. It is at the State’s sole discretion not to assign value to proposed Additional Discount Offers which the State cannot quantify or to give only partial value for Additional Discount Offers. Vendors may offer the State additional discounts.

3.16 POST AWARD PRODUCT SUBSTITUTIONS, ADDITIONS & REMOVALS

Post award product substitutions are not permitted without prior written approval from the Contract Specialist.

Proposed substitutions shall be at the same or higher quality and at the same or lower price as the original item. Failure of the Vendor to comply with this requirement shall constitute sufficient cause to hold the Vendor in default or for removal from the contract.

The products included in this IFB are expected to cover the NCCCS’ needs for the term of the Contract. In the case that the NCCCS’ needs change over the term of the Contract, the State reserves the right to add additional products to the Contract that can be supplied by an awarded Vendor in the product category if such products have been duly qualified through PRODUCT SPECIFICATIONS. The price for these added products will be mutually agreed to by the State and the Vendor but shall be assumed to be offered for at least a discount similar to what the Vendor has bid on similar products listed in the IFB. The State may remove products from this Contract at its discretion in accordance with the General Terms and Conditions. A Vendor may request additions to the contract from time to time, and it is the Vendor’s responsibility to submit documentation sufficient to demonstrate that the requested addition meets all relevant requirements of this IFB. This paragraph shall not be construed as implying that the State must or will add any product to the contract, regardless of qualification under the PRODUCT SPECIFICATIONS.

3.17 TRAINING

If required by the Using Agency, the Vendor shall provide qualified representative(s) to instruct owners' operators in the proper operation, safety issues, routine maintenance, troubleshooting and service based on the complexity of the equipment. Training shall be coordinated with the using agency.

3.18 MAINTENANCE MANUAL

The Vendor shall provide with the delivery of each piece of equipment an operation and maintenance manual, and a copy of all warranties.

3.19 INSTRUCTION MANUALS

Vendor shall furnish to the Buyer a hard copy or electronic copy of the complete set of instruction manuals for the products supplied. The manual shall include complete instructions for unpacking, inspecting, installing, adjusting, aligning, and operating the product, together with layout and interconnection diagrams, preventive and corrective maintenance procedures, and complete parts lists, manufacturer's catalog numbers, and ordering information, if applicable. If available, Vendor shall supply such information electronically with the order, or shall direct the Buyer to where the information can be found on the Internet.

3.20 CERTIFICATION AND SAFETY LABELS

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

3.21 RETURN/RESTOCKING POLICY

Vendor shall accept merchandise returns from users for a period of thirty (30) business days after delivery.

Vendor shall provide full credit or full refund to users, whichever a user requests, within thirty (30) business days on all returns of ordered products that are in original packaging and in re-sellable conditions. Vendor

Page 15 of 44 Version 5.15.24 shall not impose a restocking fee on users for merchandise that has been returned, unless it is a specialty item and the user has been notified, at the time of placement of order, of the potential restocking fee.

Equipment or Supplies which are unacceptable because of quality problems, duplicated shipments, outdated product, breakage, or other issues related to Vendor or product performance, shall be returned at Vendor’s expense within five (5) business days after receipt of notification from the Ordering Entity; with no restocking charge.

3.22 PRODUCT RECALL

Vendor expressly assumes full responsibility for prompt notification to the Buyer listed on the face of this IFB of any product recall in accordance with the applicable State or federal regulations. The Vendor shall support the State, as necessary, to promptly replace any such products, at no cost to the State.

3.23 OUT-OF-STOCK & BACK-ORDERS

The Vendor shall notify the Buyer when one or more items in an order cannot be delivered within the time specified. After notification to Buyer by Vendor of a fulfillment delay of one or more items in the order, the Buyer may cancel undelivered items within an order, or an order in its entirety, without penalty or charge, to the extent that the notice of cancellation occurs before Buyer is notified that the delayed item or other cancelled items in the order have shipped.

Page 16 of 44 Version 5.15.24

4.0 FURNISH AND DELIVER

Instructions

1. Enter Manufacturer for each Category Bid.

2. Enter Catalog/Price List ID for Category Bid.

3. Enter Catalog/Price List for Category Bid.

4. Enter Catalog/Price List Date for Category Bid.

5. Enter Vendor's % Discount Off MSRP for Category Bid.

6. Enter Vendor 's Delivery ARO in "Days" for each Category Bid.

7. Enter Vendor Manufacturer’s Warranty in "Months" for Category Bid.

8. Enter Underwriters Laboratories (UL) Certification Cost for Category Bid.

9. Enter Installation Cost for Category Bid.

10. Enter Volume % Discount/Tier Pricing $50,000.00-$100,000.00 for Category Bid.

11. Enter Volume % Discount/Tier Pricing $100,001.00-$200,000.00 for Category Bid.

12. Enter Volume % Discount/Tier Pricing $200,001.00 & Above for Category Bid.

13. Enter Rebate for each Category Bid.

Page 17 of 44 Version 5.15.24

Categories A-E: Provide MSRP Discount

Category Manufacturer Catalog/Price

List ID Catalog/Price

List Name Catalog/Price

List Date

% MSRP

Discount

Delivery

ARO

MFG

Warranty

UL

Certification

Cost

Installation Cost

Volume % Discount/Tier

Pricing $50,000.00- $100,000.00

Volume % Discount/Tier

Pricing $100,001.00- $200,000.00

Volume % Discount/Tier

Pricing $200,001.00

& Above

Rebate

Category A: Portable X-Ray Machine Equipment & Supplies

Category B:

Cardiology Machine

Category C:

Sonography Machine

Category D:

Medication Management System

Category E: Fully Segmented Real Human 3D Convertible Anatomy System…