52-IFB-2304703975 - LYB- File Folders Addendum.pdf

North Carolina Solicitation Addendum Version Date: 11/2021

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SOLICITATION ADDENDUM

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

Question # Document Section

Vendor Question State’s Response

I see that we have references from 3 contacts stating we have done this type of work before, if not, would that be an automatic denial of contract.?

If the references provided by the vendor are deemed invalid or unverifiable, the bid may be rejected.

5.1

I see that over the next 3 years there may be a purchase of up to 3600 cartons. Is there an estimate of monthly or quarterly, approximate order amounts?

3,600 cartons is yearly usage 10,800 cartons 3 year usage

3 What was the cost over the previous years from the previous vendor?

This will be the first solicitation for this item

4 4.4 Following the initial purchase order, does the State anticipate issuing purchase orders on a monthly, quarterly, annual, or other approximate frequency?

If no specific ordering schedule exists, can the State provide the typical or anticipated order quantity per release?

Purchase orders are issued with each order

Vendors shall not ship any products until they have received an order.

Issuing Agency: NCDAC

Solicitation Number: 52-IFB-2304703975 - LYB

Solicitation Description: File Folders

Solicitation Opening Date and Time:

September 9, 2026, by 2:00 PM ET

Addendum Number: 01

Addendum Date: August 27,2026

Purchasing Agent: Larkita Brockett

SOLICITATION NUMBER: Error! Reference source not found.

ADDENDUM NUMBER: Error! Reference source not found.

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Vendor Question State’s Response

5 Estimated Quantity vs.

Initial Order **Reference:

Sections 1.0,

4.2 and Attachment A – Pricing Form**

Attachment A states that 3,600 cartons represent the estimated total quantity for the three-year contract period and also states, "*Initial estimated order: 3,600*" with the initial purchase order to be issued within five days of award.

Please clarify whether the State currently anticipates ordering approximately **3,600 cartons on the initial purchase order**, or whether 3,600 cartons represents the estimated aggregate quantity to be ordered incrementally over the entire three-year contract term.

If the initial order is expected to be less than 3,600 cartons, can the State provide the anticipated initial order quantity?

The initial order is 1,200 cases

6 To assist Vendors in establishing appropriate pricing, inventory availability, and delivery capacity, can the State provide the approximate historical annual usage of the specified file folders during the most recent one to three years?

If available, please provide historical quantities by year.

Estimated 3,600 each year 10,800 for 3 years

7 Will subsequent purchase orders issued under the contract be subject to a minimum quantity per order or shipment?

If no minimum is established, should Vendors price the contract assuming that individual orders may be substantially smaller than the estimated total contract quantity?

No maximum or minimum quantities are guaranteed. It shall be understood and agreed that the State may purchase more or less than the estimated quantities during the contract period.

Orders are typically placed 1200 cases per order and expected on date specified.

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Vendor Question State’s Response

8 5.1 Attachment A describes the product as letter-size, manila file folders, 2/5 cut right-center guide height, 100 per carton.

Please confirm whether the State requires a specific **paper stock weight, point thickness, basis weight, recycled-content percentage, or other material/construction standard** for the folders.

If so, please identify the required standard.

Yes, must be Pendaflex 75225RE/Smead 10385 or functional equivalent

9 5.1 Please confirm that Vendors may offer any manufacturer's file folder that meets or exceeds all stated dimensional, tab-position, material, packaging, and performance requirements.

Is there an incumbent manufacturer's item number, brand, or equivalent product currently being used that the State can provide for reference purposes only to assist Vendors in identifying an acceptable equivalent?

Must be Pendaflex 75225RE/Smead 10385 or functional equivalent(s)

10 5.1 Please clarify the required tab configuration represented by "2/5

CUT RIGHT CENTER GUIDE HEIGHT"

Specifically, does the State require a particular tab position or manufacturer-standard tab configuration that Vendors should use when determining product equivalency?

If available, would the State provide a photograph, drawing, manufacturer part number, or current product specification sheet illustrating the required folder configuration?

As referenced in section 5.1 all the specification needs to be met. The tab is cut right.

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Vendor Question State’s Response

11 4.12 What documentation will the State consider sufficient descriptive literature to demonstrate compliance with the specifications?

For example, will a manufacturer's product specification sheet, catalog page, distributor product sheet, or manufacturer webpage printout containing the relevant specifications satisfy this requirement?

Pertinent data necessary for thorough evaluation of the item(s) offered and sufficient to determine compliance of the item(s) with the specifications.

12 4.11 Are product samples required with the initial bid submission, or will samples only be required if subsequently requested by the State during evaluation?

If samples are requested after bid opening, how much time will Vendors be provided to furnish the sample?

See section 4.11 Samples will be requested after bid opening, and you will be given up to 10 days to supply samples

13 5.1 Attachment A requires the product to be "MUST BE PALLETIZED"

Please provide the State's required palletization standards, including, if applicable:

* Maximum pallet height;

* Maximum pallet weight;

* Required pallet dimensions;

* Maximum cartons per pallet;

* Stretch-wrap or banding requirements;

* Labeling requirements; and

* Whether standard 48" x 40" pallets are required.

56” N/A 48” X 40” N/A Stretch wrap

14 5.1 Does the State require new pallets, Grade A/reconditioned pallets, heat-treated pallets, or any other specific pallet standard?

Are CHEP, PECO, or other pooled/rental pallets acceptable?

New pallets that support the weight of the product.

Must be palletized handles cannot be attached to pallet with any type of metal banding.

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Vendor Question State’s Response

15 4.4 Please confirm whether the unit price entered on Attachment A must represent the complete delivered price, inclusive of freight, fuel surcharges, palletization, handling, liftgate service if applicable, and all other transportation-related charges.

May any freight-related charge be invoiced separately, or must all such costs be incorporated into the quoted carton price?

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. . The cost of shipping the goods should be included in the quoted price or by the bidder or offeror as a separate line item, but the invoice amount cannot be more than the total bid price.

16 4.5 Please confirm the complete delivery address for the Correction Enterprise/Central Supply Warehouse that will receive orders under this contract.

Will all orders under the resulting contract be delivered to one central warehouse, or may the awarded Vendor be required to ship to multiple DAC locations throughout North Carolina?

If so, please identify the required appointment lead time and whether appointments are coordinated by the Vendor, freight carrier, or State.

All deliveries will be made to:

NC Department of Adult Correction Central Supply Warehouse 200 Leagan Drive Raleigh, NC 27603

17 Does the receiving facility require advance delivery appointments?

DELIVERY HOURS: 6:30 AM ET –

5:00 PM ET, Monday through Thursday, except holidays, closed Friday.

18 Does the designated receiving location have a loading dock and forklift/pallet-handling capability for standard commercial freight deliveries?

Is liftgate delivery required or expected?

Yes

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Vendor Question State’s Response

19 4.5 Please confirm the maximum allowable delivery time following receipt of a purchase order.

Does the stated delivery requirement apply to both the initial order and all subsequent orders?

North Carolina Department of Adult Correction expects the successful Vendor shall complete delivery within thirty (30) consecutive calendar days after receipt of purchase order.

Promptness of delivery may be used as a factor in the award criteria

If an order cannot be delivered in a single shipment because of manufacturer production schedules or freight capacity, will the State permit partial deliveries when approved in advance by the Contract Manager?

If permitted, will partial shipments result in any additional administrative or delivery requirements?

Shipment issues/changes must be approved by Contract Manager

21 4.3 May the awarded Vendor fulfill purchase orders through direct shipment from its manufacturer, wholesaler, or authorized distributor to the State's designated delivery location, provided the awarded Vendor remains fully responsible for contract performance, invoicing, product compliance, delivery, warranty, and customer service?

Comparable products of other manufacturers will be considered.

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

22 4.5 Is the awarded Vendor required to physically warehouse or maintain inventory of the contracted product itself, or is supplier/manufacturer inventory acceptable provided the Vendor meets all contractual delivery requirements?

Inventory acceptable provided the vendor meets all contractual delivery requirements.

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Vendor Question State’s Response

23 Attachment E

Attachment E requires three customer references.

Please clarify whether references must involve contracts for file folders specifically, or whether references involving comparable commercial product distribution, office supplies, fulfillment, logistics, or other similar goods are acceptable.

ATTACHMENT E: CUSTOMER

REFERENCE FORM, for which your company has supplied items within the same commodity code of– 441221 - Fastening supplies.

24 4.13 For a newly established business entity that may not yet have three completed contracts under the current company name, will the State consider references demonstrating the relevant prior business, procurement, logistics, contract-management, or supply experience of the company's owner/principal?

If not, please clarify whether the absence of three qualifying company references would render a bid nonresponsive.

Vendors shall upload to the Sourcing Tool at least three (3) references, using ATTACHMENT E:

CUSTOMER REFERENCE FORM, for which your company has supplied items within the same commodity code of– 441221 - Fastening supplies. 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. If the references provided by the vendor are deemed invalid or unverifiable, the bid may be rejected.

25 Is there a minimum contract duration or recency requirement for the three customer references?

For example, must the referenced transactions or contracts have occurred within a specified number of years preceding the bid?

The state may require that vendors responding to a solicitation provide a list of past customers for which they provided similar goods or services as those sought in the solicitation. The state may contact these references to determine bid acceptability and may consider this information in the evaluation. The solicitation document should indicate whether references will be considered in the evaluation. Examples of omissions that would result in a vendor being deemed non-responsive:

• Failure to provide required references

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Vendor Question State’s Response

26 3.1 Section 3.1 references consideration of items including past performance, references, and financial documents.

Are Vendors required to submit financial statements, bank references, credit documentation, proof of working capital, or other financial documentation with the bid, or will such documentation only be requested by the State if needed during evaluation?

The vendor must hereby the following:

The Vendor is in sound financial condition and, if applicable, has received an unqualified audit opinion for the latest audit of its financial statements.

The Vendor is current on all amounts due for payments of federal and state taxes and required employment-related contributions and withholdings

The Vendor is not the subject of any current litigation or findings of noncompliance under federal or state law.

The Vendor has not been the subject of any past or current litigation, findings in any past litigation, or findings of noncompliance under federal or state law that may impact in any way its ability to fulfill the requirements of The Contract.

27 Section 18:

Terms and Conditions

If the Vendor purchases the requested goods from a manufacturer or wholesale distributor and arranges shipment to the State, does the State consider that manufacturer/distributor a supplier rather than a subcontractor for purposes of the IFB's subcontractor requirements?

Performance under the Contract by the Vendor shall not be subcontracted without prior written approval of the State’s assigned Contract Lead. Unless otherwise agreed in writing, acceptance of a Vendor’s proposal shall include approval to use the subcontractor(s) that have been specified therein.

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Vendor Question State’s Response

28 Attachment A requires Vendors to identify the product's country of origin.

Is country of origin used for informational purposes only, or does the State impose any domestic-manufacturing, Buy American, North Carolina preference, or other country-of-origin requirement applicable to this procurement?

Used for informational purposes only

29 Please clarify when the awarded Vendor may first request a price adjustment during the three-year contract term and the frequency with which price adjustments may thereafter be requested.

What supporting documentation will the State require to substantiate a manufacturer or distributor cost increase?

Price increase requests shall be submitted in writing to the Contract Lead, which shall include the reason(s) for the request and contain supporting documentation for the need.

30 If the manufacturer or upstream distributor imposes a documented price increase during the contract term, will the State consider that documentation sufficient support for a corresponding contract price-adjustment request, subject to the limitations of Section 6.5?

After 1 year from contract effective date price increases will be negotiated and agreed to by both the State and Vendor in advance of any price increase going into effect.

The State is not obligated to accept pricing adjustments or increases and reserves the right to accept or reject them in part or in whole.

Price de-escalation or decreases may be requested by the State at any time.

31 Please confirm whether the North Carolina eProcurement transaction fee applies to purchases issued under the resulting contract and, if applicable, the current fee or percentage Vendors should account for when establishing their bid price.

THE SUCCESSFUL BIDDER(S) SHALL

PAY A TRANSACTION FEE,

CURRENTLY 1.75% (.0175), ON THE

TOTAL DOLLAR AMOUNT

(EXCLUDING SALES TAXES) FOR THE

AMOUNT OF ANY GOODS

INCLUDED ON EACH PURCHASE

ORDER ISSUED THROUGH THE

STATEWIDE E-PROCUREMENT

SERVICE (OR ANY OFFICIAL

REPLACEMENT

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Vendor Question State’s Response

32 4.23 If a Vendor proposes a commercially available file folder that meets all functional specifications but differs in a characteristic that is not expressly identified as mandatory in Section

5.1 or Attachment A, should the Vendor identify the difference under Section 5.2 as a deviation?

Would such a deviation automatically make the bid nonresponsive, or will the State evaluate whether the proposed product meets or exceeds its functional requirements?

Vendors are cautioned that any deviation from the specifications of the identified item is required to be pointed out in its bid.

Deviations shall be explained in detail or on an attached sheet.

However, no implication is made or intended by the State to ensure that any deviation will be acceptable.

33 Please confirm whether the quantities stated in the IFB are estimates only and do not constitute a guaranteed minimum purchase quantity during the three-year contract term.

If the State does guarantee a minimum purchase quantity or expenditure, please identify that minimum.

3,600 per year All quantities are estimates

34 Attachment A states that the initial purchase order will be issued within five days of award.

Does "award" for purposes of this provision mean issuance of the Notice of Award, final contract execution/effective date, or another event?

Final contract effective date

35 If the initial purchase order is in fact expected to be for 3,600 cartons, will the awarded Vendor receive the full delivery period specified in Section 4.5 beginning on the date the purchase order is received, or does the State anticipate a different delivery schedule for the initial 3,600-carton requirement?

North Carolina Department of Adult Correction expects the successful Vendor shall complete delivery within thirty (30) consecutive calendar days after receipt of purchase order.

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Vendor Question State’s Response

36 If the initial purchase order is for approximately 3,600 cartons, would the State permit the quantity to be delivered in multiple scheduled truckload/LTL shipments within the required delivery period, subject to prior coordination with the receiving facility?

Coordination with the manager at receiving facility

37 4.3 Please confirm that a Vendor is eligible for award as a reseller/distributor and is not required to be the manufacturer of the file folders, provided the Vendor supplies a compliant product and assumes full responsibility for all contractual requirements.

Comparable products of other manufacturers will be considered.

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

38 Is a manufacturer authorization letter, authorized-reseller certificate, distributor agreement, or similar manufacturer documentation required as part of the bid response?

If not required, please confirm that proof of an established commercial supply relationship is not a condition of responsiveness.

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

39 Must Vendors provide a manufacturer/distributor inventory confirmation, quotation, production commitment, or other proof demonstrating availability of the proposed product at the time of bid submission?

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.

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Vendor Question State’s Response

40 Please confirm the applicable payment terms following delivery, inspection, acceptance, and receipt of a correct invoice.

For partial deliveries authorized by the State, may the Vendor invoice and receive payment for accepted quantities as they are delivered, or must invoicing wait until the entire purchase order has been fulfilled?

Payment terms are net not later than 30 days after receipt of a correct invoice or acceptance of goods, whichever is later

41 Please identify any insurance coverage and minimum limits the awarded Vendor must maintain under the resulting contract, including whether commercial general liability, automobile liability, workers' compensation, or other coverage is required for a Vendor whose performance primarily consists of sourcing and delivering goods.

Contract Value Worker’s Compensation Employer’s Liability Commercial General Liability Automobile Liability Small Purchase As required by North Carolina law As required by North Carolina law As required for risks involved in the procurement More than Small Purchase, but less than $1 million $250,000.00 $500,000.00 Bodily Injury and Property Damage $250,000 Un/Underinsured $250,000 Medical Payment $2,500 Greater than $1 million $500,000.00 $1 million Bodily Injury and Property Damage $500,000 Un/Underinsured $500,000 Medical Payment $5,000

42 Please confirm that the State intends to award the entire requirement to one responsive Vendor and does not anticipate making multiple or split awards for the file-folder requirement.

This solicitation is a

The intent of this IFB is to award a Contract(s) to a single Vendor for all line items.

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Vendor Question State’s Response

43 2.8 Section 2.8 appears to instruct Vendors to mark alternate bids with the legend "*Alternate Bid #52-IFB-2003007821-SJD*," which differs from the solicitation number for this procurement.

Please confirm whether this is a typographical error and whether any alternate bid submitted for this solicitation should instead reference "IFB #52-IFB-

2304703975-LYB".

The correct solicitation is 52-IFB-

2304703975-LYB".

44 Section 4.13 requires vendors to provide at least three (3) references for which the vendor has supplied items within Commodity Code 471300 – Cleaning and Janitorial Supplies.

However, the products being procured under this IFB are file folders as specified in Section 5.

Please confirm whether Commodity Code 471300 – Cleaning and Janitorial Supplies is the intended commodity code for purposes of the Section 4.13 reference requirement. If not, please identify the applicable commodity code and confirm whether references demonstrating experience supplying file folders, office supplies, paper products, or similar commodities will satisfy the requirement.

Additionally, if a vendor proposes to fulfill the requirement through an established manufacturer, distributor, supplier, or subcontractor, please confirm whether qualifying references from the proposed fulfillment partner may be submitted to satisfy the three-reference requirement.

Commodity No. and Description:

441221 – Fastening supplies References are in regard to file folders

45 Please confirm the estimated 3 year usage. It looks like the only quantity provided is 3,600 CT for the initial order.

3 year item usage is 10,800

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SOLICITATION ADDENDUM