52-IFB-1489956479-SCP-DAC - Refrigerated Trailers - IFB .pdf

STATE OF NORTH CAROLINA

NORTH CAROLINA DEPARTMENT OF ADULT CORRECTION

Invitation for Bid #: 52-IFB-1489956479-SCP

REFRIGERATED TRAILERS

Date Issued: March 12, 2025

Bid Opening Date: March 26, 2025

At 2:00 PM ET

Direct all inquiries concerning this IFB to:

Carolyn Stephenson

Procurement Specialist III

Ver. 11/2023

Invitation for Bids #

52-IFB-1489956479-SCP

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

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EXECUTION

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

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

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

▪ that 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 Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public

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

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

AND CONDITIONS incorporated below. 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 cannot be accepted.

COMPLETE/FORMAL NAME OF VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

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

DEPARTMENT OF ADULT CORRECTION

Refer ALL Inquiries regarding this IFB to:

Carolyn Stephenson, the procurement lead through the Message Board in the Sourcing Tool.

See Section 2.5 for details

Invitation for Bids # 52-IFB-1489956479-SCP

Bids will be publicly opened: March 26, 2025 at 2:00 PM ET

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Using Agency: NC Department of Adult Correction Commodity No. and Description: 251817 Product and Material Trailers

Requisition No.: RQ162606A https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTc3Y2IxY2YtMmIzMi00OWM5LWE4NTgtMmExOWEyNGU5NDk0%40thread.v2/0?context=%7b%22Tid%22%3a%227a7681dc-b9d0-449a-85c3-ecc26cd7ed19%22%2c%22Oid%22%3a%226305bc43-cf92-4adf-80d6-a86712cfbc7a%22%7d tel:+19842041487,,714294161 https://dialin.teams.microsoft.com/c102d528-0544-4660-b869-294e85047e28?id=714294161 mailto:ncgov@m.webex.com

Bid Number: 52-IFB-1489956479-SCP Vendor: ____________________________________

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

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

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

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

VALIDITY PERIOD

Offer shall be valid for at least ninety 90 days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual agreement in writing of the parties. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this IFB.

BID ACCEPTANCE

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

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

(Authorized Representative of Department of Adult Correction)

CONTENTS

1.0 PURPOSE AND BACKGROUND

2.0 GENERAL INFORMATION

2.1 INVITATION FOR BID DOCUMENT

2.2 E-PROCUREMENT FEE

2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS

2.4 IFB SCHEDULE

2.5 BID QUESTIONS

2.6 BID SUBMITTAL

2.7 BID CONTENTS

2.8 ALTERNATE BIDS

3.0 METHOD OF AWARD AND BID EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 BID EVALUATION PROCESS

3.4 PERFORMANCE OUTSIDE THE UNITED STATES

3.5 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 PRICING

4.2 PRODUCT IDENTIFICATION

4.3 TRANSPORTATION AND IDENTIFICATION

4.4 DELIVERY

4.5 AUTHORIZED RESELLER

4.6 WARRANTY

4.7 DESCRIPTIVE LITERATURE

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4.8 HUB PARTICIPATION

4.9 REFERENCES

4.10 VENDOR’S REPRESENTATIONS

4.11 FINANCIAL STABILITY

4.12 AGENCY INSURANCE REQUIREMENTS MODIFICATION

5.0 PRODUCT SPECIFICATIONS

SPECIFICATIONS

5.2 DEVIATIONS

6.0 CONTRACT ADMINISTRATION

6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

6.2 CONTINUOUS IMPROVEMENT

6.3 ACCEPTANCE OF WORK

6.4 INVOICES

6.5 DISPUTE RESOLUTION

6.6 PRODUCT RECALL

6.7 ATTACHMENTS

6.8 DAC ADDITIONAL ATTACHMENTS

ATTACHMENT A: PRICING FORM

ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION

ATTACHMENT E: CUSTOMER REFERENCE TEMPLATE

ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR

ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION

ATTACHMENT H: VENDOR REQUEST FOR EO50 PRICE MATCHING

ATTACHMENT I: ALCOHOL/DRUG-FREE WORKPLACE POLICY

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1.0 PURPOSE AND BACKGROUND

Purpose: The purpose of this Invitation for Bids (IFB) is to seek competitive bids from qualified Vendors to furnish and deliver Refrigerated Trailers for use by the NC Department of Adult Correction Enterprise Roanoke River Produce Warehouse.

Background: The NC Department of Adult Correction-Correction Enterprise operates the Enterprise Roanoke River Produce Warehouse for the purpose of storing, processing and distributing fresh produce (vegetables and fruit) to correction facilities within the State of North Carolina. These trailers will be used to store and distribute fresh produce such as lettuce, tomatoes, apples, bananas, potatoes, carrots and oranges.

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

2.0 GENERAL INFORMATION

2.1 INVITATION FOR BID DOCUMENT

The 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 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 also are responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this IFB.

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

Other than through the process of negotiations under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s bid. This applies to any language appearing in or attached to the document as part of the Vendor’s bid that purports to vary any terms and conditions or Vendors’ 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 to during negotiations and incorporated by way of a http://eprocurement.nc.gov/

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Best and Final Ofer (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 March 12, 2025

Submit Written Questions Vendor March 18, 2025 at 10:00 AM ET

Provide Responses to Questions State March 19, 2025 at 5:00 PM ET

Submit Bids

Please note: The Sourcing Tool portal automatically closes at 2:00 PM. Bid responses must be submitted prior to that deadline.

Vendor March 26, 2025 at 2:00 PM ET

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Contract Award State Upon evaluation of bid responses

2.5 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 “52-IFB-1489956479-SCP – 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 an Addendum to this IFB.

2.6 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 bid(s). Solicitation responses are subject to Sealed Bidding requirements.

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Vendor’s bids for this procurement must be submitted through the Sourcing Tool. For training on how to use the Sourcing Tool to view solicitations, submit questions, develop responses, upload documents, and submit offers to the State, Vendors should go to the following site: https://eprocurement.nc.gov/training/vendor-training

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

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

Tips for Using the Sourcing Tool

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

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

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

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

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

2.7 BID CONTENTS

Vendors shall provide responses to all questions and complete all attachments for this IFB that require the Vendor to provide information and upload them to the Sourcing Event in the Sourcing Tool. Vendor may not be able to submit its response in the

Sourcing Tool unless all required items are addressed. Vendors shall provide authorized signatures where requested. Failure to provide all required items, or Vendor’s submission of incomplete items, may result in the State rejecting Vendor’s bid, in the State’s sole discretion.

Vendors shall upload the following items and attachments in the Sourcing Tool:

a) Title Page: Include the company name, address, phone number and authorized representative along with the Bid Number.

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

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

d) Vendor Response to Include:

• Section 4.4 DELIVERY (For Completion by Vendor must be fully completed)

• Section 4.5 AUTHORIZED RESELLER

• Section 4.6 WARRANTY

• Section 5.1 SPECIFICATIONS (fully completed and with all required information)

• Section 5.2 DEVIATIONS (Deviations from 5.1 Specifications must be noted in Section 5.2 Deviations)

• Section 6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

e) Completed version of ATTACHMENT A: PRICING FORM

f) Completed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION

g) Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM https://eprocurement.nc.gov/training/vendor-training

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h) Completed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR

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

j) Completed and signed version of ATTACHMENT H: VENDOR REQUEST FOR EO50 PRICE-MATCHING, if applicable

k) ATTACHMENT I: ALCOHOL/DRUG FREE WORKPLACE POLICY

2.8 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 bids must specifically identify the IFB requirements and advantage(s) addressed by the alternate bid. Any alternate bid, in addition to the marking described above, must be clearly marked with the legend: “Alternate Bid #_52-IFB-1489956479-SCP [for ‘name of Vendor’]”. Each bid must be for a specific set of Goods and Services and must include specific pricing. Each bid must be complete and independent of other bids offered. If a Vendor chooses to respond with various offerings, Vendor shall follow the specific instructions for uploading Alternate Bids in the Sourcing Tool

3.0 METHOD OF AWARD AND BID EVALUATION PROCESS

3.1 METHOD OF AWARD

North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all award decisions shall be in the State’s best interest.

All responsive bids will be reviewed, and award 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 herein 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 for all line items, 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.

If a Vendor selected for award is determined by the State to be a non-resident of North Carolina, all responsive bids will be reviewed to determine if any of them were submitted by a North Carolina resident Vendor who requested an opportunity to match the price of the winning bid, pursuant to Executive Order #50 and G.S. 143-59 (for more information, please refer to ATTACHMENT H:

VENDOR REQUEST FOR EXECUTIVE ORDER #50 PRICE MATCHING. If such bid(s) are identified, the State will then determine whether any such bid falls within the price-match range, and, if so, make a Contract award in accordance with the process that implements G.S. 143-59 and Executive Order #50.

The State reserves the right to waive any minor informality or technicality in bids received.

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

While this IFB is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging in conversations intended to influence the outcome of the evaluation. See the Paragraph 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 proposal 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.

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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 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 https://evp.nc.gov/

Ver: 11/2023 9

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 in a requirement would allow for the State to receive a better bid, the Vendor is encouraged to submit these items in the form of a question during the question and answer period in accordance with the Bid Questions Section above.

4.1 PRICING

Bid price shall constitute the total cost to the State for delivery fully assembled and ready for use, including all applicable charges for shipping, delivery, handling, administrative and other similar fees. Complete ATTACHMENT A: PRICING FORM and upload in the Sourcing Tool. The pricing provided in ATTACHMENT A, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract.

4.2 PRODUCT IDENTIFICATION

MAKE AND MODEL

Manufacturer’s name and model/catalog numbers used in this IFB are for the sole purpose of identification and to establish general 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 the specifications of the identified item are required to be pointed out in its bid. Vendor shall include with its bid sufficient documentary evidence to demonstrate the qualitative, functional, operational, organizational, and conformational equivalence of the bid item to the identified item.

4.3 TRANSPORTATION AND IDENTIFICATION

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

When an order is placed using a purchase order, the purchase order number shall be shown on all packages and shipping manifests to ensure proper identification and payment of invoices. If an order is placed without using a purchase order, such as via phone, the Buyer’s name shall be show on all packages. A complete packing list shall accompany each shipment. Vendors shall not ship any products until they have received an order.

4.4 DELIVERY

The Vendor shall deliver Free-On-Board (FOB) Destination to the following location(s):

NC Department of Adult Correction Enterprise Roanoke River Produce Warehouse

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2787 Caledonia Drive Tillery, NC 27887 Attn: Cheryl Ryder 252-826-4038

Vendor should complete delivery within one hundred twenty (120) consecutive calendar days or less after receipt of purchase order.

For completion by Vendor: Delivery will be made from __________________________________________ (city, state) within

________ consecutive calendar days or less after receipt of purchase order. Promptness of delivery may be used as a factor in the award criteria.

4.5 AUTHORIZED RESELLER

The Vendor shall be authorized by the manufacturer to distribute or resell the products and/or maintenance offered in this IFB.

The Vendor shall provide a signed statement from the manufacturer confirming authorization upon request of the Agency. Failure to provide this statement upon request of the Agency 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

4.6 WARRANTY

Manufacturer’s standard warranty shall apply. Vendors shall provide a copy of the manufacturer’s standard warranty upon request of the Agency. Failure to provide a copy of the warranty upon request shall constitute sufficient grounds for rejection of Vendor’s offer, at the discretion of the State.

Vendor warrants that all equipment furnished under this IFB will be newly manufactured, of good material and workmanship. The warranty will apply from date equipment is put into operation for a minimum period of twelve (12) months or the length of the manufacturer’s warranty, whichever is longer. Such warranty shall cover the cost of all defective parts replacement, labor, freight, and technicians’ travel at no additional cost to the State, or as specified by the Purchasing Agency herein. To the extent not superseded by the terms of this paragraph, manufacturer’s warranty terms shall apply. Vendor’s warranty shall be at least the level of coverage provided for its comparable customers.

The report of a problem does not presuppose that every call must result in an “on-site” visit for service/repair. The Vendor and/or service sub-contractor shall utilize best efforts to resolve problems in a timely fashion by using acceptable servicing methods to include, but not limited to, verbal problem analysis and remote diagnosis. The warranty requirement does not impose any additional duty on the State to make other than normal and good faith problem resolution efforts or expenditures of time. Vendor shall be responsible for compliance with warranty terms by any third-party service provider. Vendor shall provide contact information for warranty service provider, below.

Vendor is authorized by manufacturer to repair equipment offered during the warranty period? YES NO

Will the Vendor provide warranty service? YES NO, a manufacturer-authorized third party will perform warranty service.

Contact information for warranty service provider:

Company Name: _______________________________________________

Company Address: _____________________________________________

Contact Person (name): _________________________________________

Contact Person (phone number): __________________________________

Contact Person (email): _________________________________________

Ver: 11/2023 11

4.7 DESCRIPTIVE LITERATURE

DESCRIPTIVE LITERATURE/CERTIFICATION

Upon request of the Agency, Vendor shall provide complete descriptive literature, specifications, certifications, and all other pertinent data necessary for thorough evaluation of the item(s) offered and sufficient to determine compliance of the item(s) with the specifications. Failure to include such information upon request of the Agency shall be a sufficient basis for rejection of the bid, at the discretion of the State.

4.8 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.

4.9 REFERENCES

Vendors shall upload to the Sourcing Tool at least three (3) references, using ATTACHMENT E: CUSTOMER REFERENCE FORM, for which your company has supplied the exact goods and services required in this Invitation for Bid. The State may contact these users to determine quality level of the offered equipment; as well as, but not limited to user satisfaction with Vendor performance.

Information obtained may be considered in the evaluation of the bid.

4.10 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.

4.11 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 the ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION.

The State is requiring this certification to minimize potential performance issues from Contracting with a Vendor that is financially unstable. This Certification shall be deemed continuing, and 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.

4.12 AGENCY INSURANCE REQUIREMENTS MODIFICATION

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

☐ Small Purchases

☒ 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

Ver: 11/2023 12

5.0 PRODUCT SPECIFICATIONS

SPECIFICATIONS

The specifications and requirements below are drawn around product which the State has evaluated and determined that the size, construction, design layout, special features and performance are necessary. Vendors are requested to offer only comparable Refrigerated Trailers which will provide the features and performance needed and implied.

Item #

MINIMUM SPECIFICATIONS

Product Offered Meets Specification

DESCRIPTION: 2024 Utility Model VS2RA Trailer (refrigerated), or substantially equivalent

YES NO

DIMENSIONS: Overall length 45’0”; overall width 102-3/8”; Overall height 13’0” (on 46-1/2” 5th wheel height).

3 WEIGHT/CAPACITY: 65,000 G.V.W.R.; 55,000 LBS evenly distributed payload capacity

YES NO

4 DECK: Straight Deck YES NO

FRONT SUBFRAME

Front Subframe: 4-1/4” Deep box beam design front subframe Approach Plate: 3/8” High strength Steel approach plate (two-piece construction) Kingpin Plate: 3GA High strength steel full width kingpin plate Kingpin Type: AAR Hardness Cruciform kingpin Kingpin Location: 36” kingpin location Conduit: (1) Conduit through front sub 30-1/2” from C/L (CENTERLINE) on Roadside Cover Plate: Extruded Aluminum cover on front face of approach plate

YES NO

6 SUPPORT LEGS

Supporting Leg Location: Support leg location of 105” from C/L (CENTERLINE) of kingpin Support Leg Crank Location: Roadside Support leg crank location Support Leg Bracing: Bolt on Support Leg x-Bracing w/7GA 3-1/4” deep high strength steel channel Support Legs: Jost Model A401 enhanced 50,000 lbs capacity support legs with 10” x 10” cushion foot, or substantial functional equivalent

YES NO

7 FRAME, RAILS & CROSSMEMBERS

Bottom Rails: 11” deep heavy duty extruded aluminum bottom rails, tapered front and rear. DO NOT NOTCH OUT BOTTOM RAIL AT REAR Crossmembers Front Sub to Legs: 4” Aluminum I Beam CrossMembers 2/ (4) Rivet endclips on 12” C/L (CENTERLINE) front sub to support legs Crossmembers Over Support Legs: (5) 4” steel I Beam CrossMembers 2/

(4) Rivet Endclips on 12” C/L (CENTERLINE) over support legs Crossmembers Legs to Rear Sub: 5-1/2” Aluminum I Shape CrossMembers w/ (4) Rivet endclips on 12” C/L (CENTERLINE) support Legs to rear sub

VENDOR’S RESPONSE

Ver: 11/2023 13

Crossmembers Over Rear Subframe: 4” Steel I Beam CrossMembers w/

(4) Rivet endclips on 12” C/L (CENTERLINE) w/Std Reinforcement of (1) additional CrossMember in rear 34” Fuel Tank Prep Not for Use with Side Skirts:100/110 Gallon Fuel tank prep for use without side skirts

8 REAR SUBFRAME

Horizontal Dock Bumper: Base spec: 7” HRZ Bumper w/1/4” Reinforced plate and 2” Additional Dock Lock clearance X11”LG @ C/L (CENTERLINE) of Bumper Rubber Dock Bumpers: (1) Pair ½” proud rubber dock bumpers Vertical and Horizontal Dock Bumper: Base Spec: DOT Vertical w/Nonslip 7” horizontal 22” Max Ground Clearance; meets IIHS-30% offset test

YES NO

9 SUSPENSION/AXLES/ACTUATION

Slider Suspension Location: 70” Rear suspension location and 166” Forward suspension location for 96” OF SLDR Travel Oil Seals: ConMet Premium oil seals (Included with ConMet preset + Wheel End system), or substantial functional equivalent Air Brake Chambers: Bendix Endurasure 3030 Air Brake Chambers, or substantial functional equivalent Air Actuation: One tank air actuation system w/spring brakes Slack Adjusters: Bendix Versajust automatic slack adjusters for use w/Bendix Endurasure or TSE Brake Chambers, or substantial functional equivalent Air Ride Dump Valves: Hendrickson Automatic Dump Valve, or substantial functional equivalent Brake Lining Style: Hendrickson HXS Brake Lining Style for use w/Intraax, or substantial functional equivalent Axle Spindle Nuts: ConMet spindle nut (Included w/ConMet Preset + Wheel end system), or substantial functional equivalent HUB Piloted Sys w/outboard drums for 16-1/2” x 7” Brakes: 10 Stud Hub Piloted Sys w/Outboard cast drums w/16-1/2” x 7” brakes (standard w/ConMet preset + wheel end system) Anti-lock Brake Systems (ABS): Bendix Tabs-6 2S/1M ABS w/o Roll stability, or substantial functional equivalent Wheel Bearing Lubrication: Factory choice 80W-90 Oil Axle Manufacturer: Hendrickson “Vented” Axles, or substantial functional equivalent Axle Spindle Type: N-Spindle type (standard with ConMet preset + Wheel End system), or substantial functional equivalent Wheel Bearings (Cones) and Races (Cups) Manufacturer: ConMet Bearings (included w/ConMet preset + Wheel End system), or substantial functional equivalent Hendrickson Air Ride Systems with integral Axles: Base Spec:

Hendrickson UltraAA-K Air Ride/Suspension Air Slider system, includes 49” Axl spread, HD Slider and zero maintenance damping (ZMD), or substantial functional equivalent Slider Pin Release Mechanism: Hendrickson Quik Draw Air operated slider repositioning system, or substantial functional equivalent ConMet Wheel End Systems: Base Spec: ConMet Preset + Iron Hub System, including ConMet premium seal bearing, spacer & spindle nut, or substantial functional equivalent

10 FRONT WALL YES NO

Ver: 11/2023 14

Front Corner Post: Base Spec: .080 Extruded Aluminum 4-3/4” Radius Front Corner Post without insert receivers Front Wall Post: 1” “J” Extruded aluminum front wall post w/ (2) additional 3-1/4” deep steel reefer unit support posts Front Panels: .040 Aluminum Front Panels Gladhands and receptacle: Gladhands (w/screen) and receptacle mounted on an aluminum extruded offset to R/S (ROADSIDE) 30” Refrigeration Unit Opening Cover: Sheet Metal Cover (Includes sealant full perimeter of opening) Prep for Thermo King/Carrier Reefer Unit: Prep for large front mount Thermo King/Carrier reefer unit without electric standby

11 SIDE WALLS

Side Panels: .050 Aluminum Flat side panels Side Posts: 1” “J” Shape Extruded aluminum side post w/16” Max C/L (CENTERLINE) from front to rear of support legs w/24” C/L (CENTERLINE) Legs to rear

YES NO

12 ROOF

Top Rails: 6-3/8” heavy duty extruded aluminum top rails Roof Skin: .025 One-piece aluminum coil roof skin Roof Bows: 1” Extruded aluminum “J” shaped roof bows on 48” C/L

(CENTERLINE)

YES NO

13 REAR DOORS

Rear Case and Buckplate Material: SST Rear Door Case for Roll-up Door Rear Door Rollup Type: Whiting 1-1/2” TempGuard Insulated roll up door w/PPW Aluminum face Rear Gussets: Enhanced rear corner gusset design for improved bottom rail strength at rear of trailer Step at Rear of Trailer: SST Non-slip step w/End plates welded to bang plate and below the S/T/T LTS on R/S (ROADSIDE) and C/S (CURBSIDE) Grab Handle at Rear of Trailer: SST Vert grabhandle recessed in 6” wide rear corner post R/S (ROADSIDE) & C/S (CURBSIDE) for roll up door Required Information: Must specify R/S (ROADSIDE) or C/S (CURBSIDE):

Roll up Door Track Guard: Extruded aluminum track guard for roll up door

YES NO

14 SIDE DOOR

Side Door: Side Door Type “A” @248” Required information: Must specify R/S (ROADSIDE) or C/S (CURBSIDE):

Side Door Step & Grabhandle: Double Riser side door step Grab Handle: (1) Vertical Bolt-on aluminum grabhandle at side door on the lockrod side Side Door Holdbacks: Snap type holdbacks on side door w/all sst components, except D ring

YES NO

15 FLOOR

Floor Type: Base Spec: 20,000 lbs 1-1/2” NOM Extruded aluminum high wear duct floor Floor Turn Up: 10” High 3/16” Heavy duty extruded aluminum non-tapered w/B integral w/floor (includes reinforcing) Troughs: Extruded Aluminum Trough at front only Drains: (2) Drains front and (2) Rear Rear Threshold: Roll up door rear threshold

Ver: 11/2023 15

Forklift Reinforcing: Bearing grid system at rear w/HDWD fillers full length and aluminum I cores rear 36” of FLR in CTR 68” Stub Posts: Sidewall stub post on 48” C/L (CENTERLINE)

16 INSULATION

Insulation Type: Polyurethane Insulation Foamed in Place Front Wall Thickness: 4” Thick front wall Side Wall Thickness: 2” Thick side wall Roof Thickness: 3” Thick Roof Floor Thickness: 3” Thick Floor Crossmember Floor Fillers: Hardwood floor fillers full length Floor Underskin: .035 Thermoplastic floor underskin

YES NO

17 LINING

Front Wall Lining: .065 (NOM) Versitex-Utility V$2U Front Wall lining, or substantial functional equivalent Side Wall Lining: .065 (NOM) Versitex-Utility VR2U Side wall lining, or substantial functional equivalent Roof Lining: .065 (NOM) Versitex-Utility VR2U Roof Lining, or substantial functional equivalent Wearband: 12” extra height 3/16” Extruded aluminum heavy duty wearband total of 22” including reinforcing behind wearband

YES NO

18 ELECTRICAL SYSTEM

Main Harness: UTM Moisture resistant “multi-Purpose” harness w/internal ground and 7-way plug Electrical Receptacle: 7-way electrical receptacle w/o circuit breakers Clearance Light Quantity: 0-1-2-5 D.O.T. Minimum Clearance light quantity Domelights Mounted in Ceiling: 2-Grote Supernova 24-Diode L.E.D.

Domelight w/o switch rec mounted in ceiling parallel to side wall, or substantial functional equivalent Side-Mounted Directional Light: Grote supernova LED combo side mounted dir/clrn light on bracket below bottom rail each side, or substantial functional equivalent Stop/Tail/Turn Lights: Grote 4” L.E.D. (10-diode) stop/Tail/Turn lights (2) per side with black snap-in flange, or substantial functional equivalent License Light: Grote macronova L.E.D. License Light, or substantial functional equivalent Switches for Dome/Spotlights: Toggle switch for dome/spot light(s) recessed in interior C/S (Curbside) wall at rear Conspicuity Tape Location: Conspicuity tape on bottom rails and at rear of trailer (For D.O.T. minimum location) Conspicuity Tape: Factory Choice conspicuity tape Upper Clearance Lights: Factory Choice LED upper side rail clearance lights with 3” mounting hole C/L (CENTERLINE) Lower Clearance Lights: Grote Micronova LED PC rated light, or substantial functional equivalent ABS (Anti-Lock) Warning Light: Grote Micronova LED PC Rated Light, or substantial functional equivalent STOP/TAIL/TURN Light Configuration: Grouped Stop/Tail/Turn Lights Rear Header Clearance Lights: Grote Micronova LED PC Rated Grommet Mounted Rear Header ID/CLR lights, or substantial functional equivalent

YES NO

19 FINISH

Top Front & Top Side Rail Finish: Natural Aluminum Finish Top front and top side rails

Ver: 11/2023 16

Bottom Side Rail Finish: Natural Aluminum finish bottom side rails Front Corner Post Finish: Natural Aluminum Finish front corner posts Front Panel Finish: Prepainted white front panels Side Panel Finish: Prepainted white side panels Front Approach Plate Finish: Natural Aluminum Finish Front Approach Plate Front Subframe Assembly Finish: Front Subframe Fully immersed in black rust preventative Finish (Zero Voc Hot Dip) Support Leg Finish: UTM Black Scharpf on support legs Rear Subframe Finish: UTM Black Scharpf on rear subframe Rear Case Finish: Satin Finish Stainless steel rear case Vertical and Horizontal Dock Bumper Finish: UTM Black Enamel finish on Horizontal dock bumper; Black Scharpf on vertical dock bumper Roof Exterior Finish: Natural aluminum roof exterior finish

20 MISCELLANEOUS

Tire Carrier: (1) C/S (CURBSIDE) Tire Carrier for (1) Max 12” NOM STD Tire & Wheel Assembly with chain and hook securement Mudflap Type: Michelin Energy Guard Aerodynamic 24” X28” Black Plastic Mudflap Mounted w/Steel Reinforcing Straps Permit Holder: Phillips #16-802 Round Sta-Dry Document Holder Mounted on Front Wall, or substantial functional equivalent Required Information: Dealer must specify location of permit/document/registration holder on either R/S (ROADSIDE), C/S (CURBSIDE) or C/L (CENTERLINE): _______________________________ Side Mounted Aerodynamic Air Deflectors: Omit Base Spec UTM USS120A-4 Aerodynamic Sideskirts

YES NO

21 TIRES AND WHEELS

22.5” x 8.25”…