52-IFB-2331624413-SME Carbonless Paper.pdf

STATE OF NORTH CAROLINA

DEPARTMENT OF ADULT CORRECTION

Invitation for Bid #: 52-IFB-2331624413-SME

Carbonless Paper

Date Issued: July 28, 2026

Bid Opening Date: August 11, 2026

At 2:00 PM ET

Ver. 11/2025

Invitation for Bids #

52-IFB-2331624413-SME

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://evp.nc.gov/SignIn

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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 it 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 is 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:

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:

Department of Adult Correction

Refer ALL Inquiries regarding this IFB to:

The Procurement Lead through the Message Board in the Sourcing Tool. See section 2.5 for details:

Invitation for Bids # 52-IFB-2331624413-SME Bids will be publicly opened: August 11, 2026, at 2:00 PM ET Microsoft Teams meeting Join: Bid Opening 52-IFB-2331624413-SME Carbonless Paper Meeting ID: 261 283 663 456 678 Dial in by phone +1 984-204-1487,,553012143# United States, Raleigh Phone conference ID: 553 012 143#

Using Agency: Department of Adult Correction Commodity No. and Description: 141115 Printing & Writing Paper Requisition No.: RQ271051 https://teams.microsoft.com/meet/261283663456678?p=boY9y9HjckbUx99wVN tel:+19842041487,,553012143

Bid Number: 52-IFB-2331624413-SME Carbonless Paper Vendor: ____________________________________

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FOR STATE USE ONLY: Offer accepted and Contract awarded this ____ day of _______________, 2026, as indicated on the attached certification, by ______________________________________________________

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

VALIDITY PERIOD

Offer shall be valid for at least sixty (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 the North Carolina Department of Adult Correction)

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1.0 PURPOSE AND BACKGROUND

1.1 CONTRACT TERM

1.0 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

2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND BID EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 BID EVALUATION PROCESS

3.4 PERFORMANCE OUTSIDE THE UNITED STATES

3.5 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 PRICING

4.2 PRODUCT IDENTIFICATION

4.3 DOMESTIC PRODUCT ONLY

4.4 TRANSPORTATION AND IDENTIFICATION

4.4 DELIVERY

4.6 AUTHORIZED RESELLER

4.7 WARRANTY

4.8 OVERAGE

4.9 QUALITY ACCEPTANCE INSPECTION

4.10 SAMPLES

4.12 REFERENCES

4.13 VENDOR’S REPRESENTATIONS

4.14 FINANCIAL STABILITY

4.15 AGENCY INSURANCE REQUIREMENTS MODIFICATION

4.16 SECRETARY OF STATE REGISTRATION

4.17 SUSTAINIBILITY EFFORTS

5.0 PRODUCT SPECIFICATIONS

SPECIFICATIONS

5.2 DEVIATIONS

6.0 CONTRACT ADMINISTRATION

6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

6.2 CONTRACT KICK-OFF AND POST AWARD MANAGEMENT REVIEW MEETINGS

6.3 CONTINUOUS IMPROVEMENT

6.4 INVOICES

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6.5 DISPUTE RESOLUTION

6.6 POST AWARD PRODUCT SUBSTITUIONS, ADDITIONS AND REMOVALS

6.7 PRODUCT RECALL

6.8 PRICE ADJUSTMENTS

6.9 CONTRACT CHANGES

6.10 ATTACHMENTS

6.11 DAC ADDITIONAL ATTACHMENTS

ATTACHMENT A: PRICING FORM

ATTACHMENT B: NORTH CAROLINA INSTRUCTIONS TO VENDORS

ATTACHMENT C: NORTH CAROLINA GENERAL TERMS AND CONDITIONS

ATTACHMENT D: CUSTOMER REFERENCE TEMPLATE

ATTACHMENT E: LOCATION OF WORKERS UTILIZED BY VENDOR

ATTACHMENT F: CERTIFICATION OF FINANCIAL CONDITION

ATTACHMENT G: VENDOR REQUEST FOR EO50 PRICE MATCHING

ATTACHMENT H: SUSTAINABILITY EFFORTS

ATTACHMENT I: ALCOHOL/DRUG-FREE WORKPLACE POLICY

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1.0 PURPOSE AND BACKGROUND

Purpose: The purpose of this Invitation for Bid (IFB) is to seek competitive sealed bids from qualified vendors to establish a contract for the NC Department of Adult Correction (NCDAC) for the Correction Enterprise Nash Print Plant for all items identified in Section

5.1 SPECIFICATION of this IFB. This is an Agency Specific Term Contract; whereas, there are no minimum or maximum quantities guaranteed, and the NCDAC shall order on an “As Needed” basis throughout the contract term.

Background: The North Carolina Department of Adult Correction, Correction Enterprise Print Plant uses these papers to produce print jobs to customers in accordance with State Term Contract 001A throughout the State of North Carolina.

1.1 CONTRACT TERM

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

At the end of the Contract’s initial term, the State shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to two (2) additional one-year terms. The State will give the Vendor written notice of its intent to exercise each option no later than thirty (30) days before the end of the Contract’s then-current term. In addition, 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.

1.0 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, issues or exceptions 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 from 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.

http://eprocurement.nc.gov/

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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 Best and Final Offer (BAFO). Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s bid as nonresponsive.

2.4 IFB SCHEDULE

The table below shows the intended schedule for this IFB. The State will make every effort to adhere to this schedule.

Event Responsibility Date and Time

Issue IFB State July 28, 2026 Submit Written Questions Vendor August 3, 2026 by 10:00 AM ET Provide Responses to Questions State On or before August 5, 2026, by 5:00 PM ET Submit Bids Vendor August 11, 2026, at 2:00 PM ET Bid Opening via Microsoft Teams Meeting: Join: Bid Opening 52-IFB-2331624413-SME Carbonless Paper Meeting ID: 261 283 663 456 678 Dial in by phone +1 984-204-1487,,553012143# United States, Raleigh Phone conference ID: 553 012 143# Vendors planning to attend should join the meeting at least 5 minutes prior to the start time and add their Name/Contact Info/Vendor Represented in the chat box. Vendors calling in will be requested to identify their Name/Contact Info/Vendor Represented. The meeting will start promptly at 2:00 PM ET.

Contract Award State To be determined upon completion of the evaluation.

2.5 BID QUESTIONS

Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB 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-2331624413-SME – Questions” as the subject of the message. Question submittals should include a reference to the applicable IFB section. This is the only way 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.

https://teams.microsoft.com/meet/261283663456678?p=boY9y9HjckbUx99wVN tel:+19842041487,,553012143

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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.

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

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

c) Vendor’s Response Completed: Sections 4.5 DELIVERY, 4.6 AUTHORIZED RESELLER, 4.16 SECRETARY OF STATE REGISTRATION, and 5.1 SPECIFICATIONS

d) Completed version of ATTACHMENT A: PRICING

e) Completed version of ATTACHMENT D: CUSTOMER REFERENCE FORM

f) Completed and signed version of ATTACHMENT E: LOCATION OF WORKERS UTILIZED BY VENDOR https://eprocurement.nc.gov/training/vendor-training

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g) Completed and signed version of ATTACHMENT F: CERTIFICATION OF FINANCIAL CONDITION

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

i) Completed version of ATTACHMET H: SUSTAINABILITY EFFORTS

j) Completed and signed version of 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- 2331624413-SME [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.

2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

Relevant definitions for this IFB are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found Sourcing Tool, which are incorporated herein by this reference.

3.0 METHOD OF AWARD AND BID EVALUATION PROCESS

3.1 METHOD OF AWARD

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

All responsive bids will be reviewed, and award(s) 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

Ver: 11/2025 9

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.

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 are 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 https://evp.nc.gov/

Ver: 11/2025 10 the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the State:

a) Total cost to the State

b) Level of quality provided by the Vendor

c) Process and performance capability across multiple jurisdictions

d) Protection of the State’s information and intellectual property

e) Availability of pertinent skills

f) Ability to understand the State’s business requirements and internal operational culture

g) Particular risk factors such as the security of the State’s information technology

h) Relations with citizens and employees

i) Contract enforcement jurisdictional issues

3.5 INTERPRETATION OF TERMS AND PHRASES

This IFB serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the State; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether bids should be evaluated or rejected, the State will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the State’s needs as described in the IFB. Except as specifically stated in the IFB, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the State exercising its discretion to reject a bid in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this IFB. By submitting a bid, the Vendor agrees to meet all stated requirements in this Section, as well as any other specifications, requirements, and terms and conditions stated in this IFB. If a Vendor is unclear about a requirement or specification or believes a change 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. Vendor shall complete ATTACHMENT A: PRICING FORM and return with its offer. The pricing provided in ATTACHMENT A, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract.

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

4.1.1 Import Tariff Temporary Surcharge

Pricing shall be exclusive of any pending tariffs or temporary tariff surcharge. Vendor may request a temporary tariff surcharge in ATTACHMENT A: PRICING as a charge separate from the contract price. Any temporary tariff surcharge(s) associated with purchases shall be provided by way of a percentage tariff surcharge. All tariff surcharges proposed are intended to be temporary and based on current tariff implications specific to related commodities with evidence of submitted documentation of affected MSRP products. Vendor understands that the agency may request additional justification. Any temporary tariff surcharge percentage will be negotiated and mutually agreed upon. The state is not obligated to accept any proposed import tariff surcharge.

Proposed tariff surcharges may be used as a factor for evaluation and award.

4.2 PRODUCT IDENTIFICATION

SUITABILITY FOR INTENDED USE

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Vendors are requested to offer only items directly complying with the specifications herein or comparable items which will provide the equivalent capabilities, features and diversity called for herein. The State reserves the right to evaluate all bids for suitability for the required use and to award the one best meeting requirements and considered to be in the State’s best interest.

4.3 DOMESTIC PRODUCT ONLY

Domestic product (manufactured and produced in the United States), is required for this application. Imported product will not be accepted or considered for award.

4.4 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 shown 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 Nash Print Plant

2869 US Highway Alt. 64 West Nashville, NC 27856

United States +1 252-459-6409

Attn: Lance Hancock

Vendor shall 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.

Deliveries shall be made between the hours of 7:30 AM - 11:00 AM ET or 12:00 PM ET – 3:00 PM ET, Monday through Thursday, except for State Holidays.

4.6 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

4.7 WARRANTY

Manufacturer’s standard warranty shall apply. Vendors shall include a copy of the manufacturer’s standard warranty upon request.

Ver: 11/2025 12

4.8 OVERAGE

Overage or over-shipments will not be accepted. Any quantity delivered that exceeds the total purchase order quantity will be considered an overage. Vendors are cautioned that any quantity delivered that exceeds the total purchase order quantity is considered an overage and shall become the property of the State at no cost.

4.9 QUALITY ACCEPTANCE INSPECTION

It is the responsibility of the receiving agency to inspect all materials, supplies and equipment upon delivery to ensure compliance with the contract requirements and specifications.

INVOICES MAY NOT BE PAID BY THE USING AGENCY UNTIL AN INSPECTION HAS OCCURRED AND THE GOODS ARE ACCEPTED.

4.10 SAMPLES

SAMPLE

Samples are not required prior to the bid opening date; however, samples may be required later. If so requested, Vendor agrees to furnish samples of items offered at no expense to the State within five (5) business days after request is made by the State.

Failure to comply with this requirement shall be a sufficient basis for rejection of the bid without further consideration.

If requested, samples shall be sent to the address below:

NC Department of Adult Correction Nash Print Plant

2869 US Highway Alt. 64 West Nashville, NC 27856

United States +1 252-459-6409

Attn: Lance Hancock

SAMPLE EVALUATION PROCESS

If requested, sample evaluation(s) will be conducted by a panel comprised of the following: Nash Print Plant Manager or designee, Nash Plant Operational Staff, NC Correction Enterprise Sales, Correction Enterprise Customer Representative. Samples will be evaluated for conformance with the individual item specifications provided in Section 5.1; including, but not limited to size, color, and weight. Failure to successfully pass conformance with any specification(s) shall result in rejection of bid without further consideration.

4.12 REFERENCES

Vendors shall complete ATTACHMENT D: CUSTOMER REFERENCE FORM, for which your company has supplied the exact model of equipment offered and return with its response. A minimum of three (3) references shall be completed and shall not be from the same company or from the soliciting State entity. In addition, Vendor shall provide references for and identify other government contracts it has received, for which your company has supplied the same or similar model of equipment offered. 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.

4.13 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, Ver: 11/2025 13 furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other Deliverables.

4.14 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 E: CERTIFICATION OF FINANCIAL CONDITION and returning with its offer. 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.

4.15 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

4.16 SECRETARY OF STATE REGISTRATION

Prior to entering a contract with the State, the awarded Vendor(s) must complete registration with the NC Secretary of State. Upon notification of award, the selected Vendor(s) must furnish evidence of filing within 10 business days. Failure to provide this documentation may result in the disqualification of the Vendor(s) bid from further consideration for the award. No purchase orders shall be issued prior to confirmation of completed registration with the Secretary of State.

A contract award under the above-referenced solicitation, and the resulting purchase orders, will produce repeated orders and transactions in North Carolina and will constitute “transacting business” in the State, which requires a certificate of authority from the North Carolina Secretary of State as provided in G.S. §55-15-01 (corporations) or §57D-7-01 (LLCs). Please go to:

https://www.sosnc.gov/ to register.

Vendor has registered with the North Carolina Secretary of State: Yes ☐ No ☐

If No, Vendor shall register with the North Carolina Secretary of State prior to award: Yes ☐ No ☐

4.17 SUSTAINIBILITY EFFORTS

According to G.S. 143-58.2, it is the policy of this State to encourage and promote the purchase of products with recycled content and to purchase items that are reusable, refillable, repairable, more durable, and less toxic to the extent that the purchase or use is practicable and cost effective. The Vendor’s bid must describe how environmental requirements which relate to clear labeling of the environmental/sustainability attributes (e.g. environmental certifications, total and post-consumer recycled content, etc.)

of products in the proposed product catalogs, demonstrating the ability to run usage reports that include information about each product’s environmental/sustainability attributes, packaging and recycling of spent products. Each Vendor shall comply with these efforts and fully complete ATTACHMENT G: SUSTAINABILTY EFFORTS. Vendor shall provide a response of “N/A” to each question if it does not apply to the products/services requested.

https://www.sosnc.gov/

Ver: 11/2025 14

5.0 PRODUCT SPECIFICATIONS

SPECIFICATIONS

PRODUCT SPECIFICATIONS

Product Offered

Meets Specification

Item #1. Carbonless Paper (CFB) Size: 34 ½” X 22 ½”, Wt. 22 Lb., Color: Blue, Specs: Must be equal to or exceed quality of NCR Brand. Must be exact size specified.

Must be compatible with NCR Brand paper and glue. Must be Domestic Product Only, per Section 4.3 above.

YES NO

Item #2. Carbonless Paper (CF) Size: 34 ½” X 22 ½”, Wt. 20 Lb., Color: Blue, Specs: Must be equal to or exceed quality of NCR Brand. Must be exact size specified.

Must be compatible with NCR Brand paper and glue. Must be Domestic Product Only, per Section 4.3 above.

YES NO

Item #3. Carbonless Paper (CB) Size: 34 ½” X 22 ½”, Wt. 21 Lb., Color: Blue, Specs: Must be equal to or exceed quality of NCR Brand. Must be exact size specified.

Must be compatible with NCR Brand paper and glue. Must be Domestic Product Only, per Section 4.3 above.

YES NO

Item #4. Carbonless Paper (CF) Ledger, Size: 34 ½” X 22 ½”, Wt. 33 Lb., Color: Buff, Specs: Must be equal to or exceed quality of NCR Brand. Must be exact size specified.

Must be compatible with NCR Brand paper and glue. Must be Domestic Product Only, per Section 4.3 above.

YES NO

Item #5. Carbonless Paper (CFB) Ledger, Size: 34 ½” X 22 ½”, Wt. 28 Lb., Color: Buff, Specs: Must be equal to or exceed quality of NCR Brand. Must be exact size specified.

Must be compatible with NCR Brand paper and glue. Must be Domestic Product Only, per Section 4.3 above.

YES NO

Item #6. Carbonless Paper (CF), Size: 34 ½” X 22 ½”, Wt. 20 Lb., Color: Goldenrod, Specs: Must be equal to or exceed quality of NCR Brand. Must be exact size specified. Must be compatible with NCR Brand paper and glue. Must be Domestic Product Only, per Section 4.3 above.

YES NO

Item #7. Carbonless Paper (CB), Size: 34 ½” X 22 ½”, Wt. 21 Lb., Color: Canary, Specs: Must be equal to or exceed quality of NCR Brand. Must be exact size specified.

Must be compatible with NCR Brand paper and glue. Must be Domestic Product Only, per Section 4.3 above.

YES NO

Item #8. Carbonless Paper (CF), Size: 34 ½” X 22 ½”, Wt. 20 Lb., Color: Canary, Specs: Must be equal to or exceed quality of NCR Brand. Must be exact size specified.

Must be compatible with NCR Brand paper and glue. Must be Domestic Product Only, per Section 4.3 above.

YES NO

Item #9. Carbonless Paper (CFB), Size: 34 ½” X 22 ½”, Wt. 22 Lb., Color: Canary, Specs: Must be equal to or exceed quality of NCR Brand. Must be exact size specified.

Must be compatible with NCR Brand paper and glue. Must be Domestic Product Only, per Section 4.3 above.

YES NO

Item #10. Carbonless Paper (CFB), Size: 34 ½” X 22 ½”, Wt. 22 Lb., Color: Goldenrod, Specs: Must be equal to or exceed quality of NCR Brand. Must be exact size specified. Must be compatible with NCR Brand paper and glue

YES NO

Item #11. Carbonless Paper (CF), Size: 34 ½” X 22 ½”, Wt. 20 Lb., Color: Green, Specs: Must be equal to or exceed quality of NCR Brand. Must be exact size specified.

Must be compatible with NCR Brand paper and glue

YES NO

VENDOR’S RESPONSE

Ver: 11/2025 15

Item #12. Carbonless Paper (CFB), Size: 34 ½” X 22 ½”, Wt. 22 Lb., Color: Green, Specs: Must be equal to or exceed quality of NCR Brand. Must be exact size specified.

Must be compatible with NCR Brand paper and glue. Must be Domestic Product Only, per Section 4.3 above.

YES NO

Item #13. Carbonless Paper (CB), Size: 34 ½” X 22 ½”, Wt. 21 Lb., Color: Green, Specs: Must be equal to or exceed quality of NCR Brand. Must be exact size specified.

Must be compatible with NCR Brand paper and glue. Must be Domestic Product Only, per Section 4.3 above.

YES NO

Item #14. Carbonless Paper (CFB), Size: 34 ½” X 22 ½”, Wt. 22 Lb., Color: Pink, Specs: Must be equal to or exceed quality of NCR Brand. Must be exact size specified.

Must be compatible with NCR Brand paper and glue. Must be Domestic Product Only, per Section 4.3 above.

YES NO

Item #15. Carbonless Paper (CB), Size: 34 ½” X 22 ½”, Wt. 21 Lb., Color: Pink, Specs: Must be equal to or exceed quality of NCR Brand. Must be exact size specified.

Must be compatible with NCR Brand paper and glue. Must be Domestic Product Only, per Section 4.3 above.

YES NO

Item #16. Carbonless Paper (CF), Size: 34 ½” X 22 ½”, Wt. 20 Lb., Color: Pink, Specs: Must be equal to or exceed quality of NCR Brand. Must be exact size specified.

Must be compatible with NCR Brand paper and glue. Must be Domestic Product Only, per Section 4.3 above.

YES NO

Item #17. Carbonless Paper (CFB), Size: 34 ½” X 22 ½”, Wt. 22 Lb., Color: White, Specs: Must be equal to or exceed quality of NCR Brand. Must be exact size specified.

Must be compatible with NCR Brand paper and glue. Must be Domestic Product Only, per Section 4.3 above.

YES NO

Item #18. Carbonless Paper (CF), Size: 34 ½” X 22 ½”, Wt. 20 Lb., Color: White, Specs: Must be equal to or exceed quality of NCR Brand. Must be exact size specified.

Must be compatible with NCR Brand paper and glue. Must be Domestic Product Only, per Section 4.3 above.

YES NO

Item #19. Carbonless Paper (CB), Size: 34 ½” X 22 ½”, Wt. 21 Lb., Color: White, Specs: Must be equal to or exceed quality of NCR Brand. Must be exact size specified.

Must be compatible with NCR Brand paper and glue

YES NO

Item #20. NCR 2-PT Reverse C/W, Size: 34 ½” X 22 ½”, Wt. 21 Lb., Color: Canary/White, Specs: Must be equal to or exceed quality of NCR Brand. Must be exact size specified. Must be compatible with NCR Brand paper and glue. Must be Domestic Product Only, per Section 4.3 above.

YES NO

Item #21. NCR 2-PT Reverse P/W; Size: 34 ½” X 22 ½”, Wt. 21 Lb., Color: Pink/White, Specs: Must be equal to or exceed quality of NCR Brand. Must be exact size specified. Must be compatible with NCR Brand paper and glue. Must be Domestic Product Only, per Section 4.3 above.

YES NO

Item #22. 3-PT NCR Reverse P/C/W, Size: 34 ½” X 22 ½”, Wt. 21 Lb., Color: Pink/Canary/White, Specs: Must be equal to or exceed quality of NCR Brand. Must be exact size specified. Must be compatible with NCR Brand paper and glue. Must be Domestic Product Only, per Section 4.3 above.

YES NO

Item #23. 3-PT Straight W/C/P, Size: 34 ½” X 22 ½”, Wt. 21 Lb., Color: White/Canary/Pink, Specs: Must be equal to or exceed quality of NCR Brand. Must be exact size specified. Must be compatible with NCR Brand paper and glue. Must be Domestic Product Only, per Section 4.3 above.

YES NO

5.2 DEVIATIONS

The nature of all deviations from the Specifications listed herein shall be clearly described by the Vendor. Otherwise, it will be considered that items offered by the Vendor are in strict compliance with the Specifications provided herein, and the successful Vendor shall be required to supply conforming goods. Deviations shall be explained in detail below or on an attached sheet.

However, no implication is made or intended by the State that any deviation will be acceptable. Do not list objections to the North Carolina General Terms and Conditions in this section.

Ver: 11/2025 16

6.0 CONTRACT ADMINISTRATION

All Contract Administration requirements are conditioned on an award resulting from this solicitation. This information is provided for the Vendor’s planning purposes

6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

The Vendor shall designate and make available to the NCDAC a Contract Administrator. The Vendor’s assigned Contract Administrator shall be the NCDAC’s single point of contact for administration, performance issues, scheduling, billing, and any additional concern(s) that may affect the overall delivery of all contracted items.

Margaret Serapin, Procurement Specialist II, NC Department of Adult Correction, Purchasing, 5227 Mail Service Center, Raleigh, NC 27699-5227, Margaret.Serapin@dac.nc.gov, or 919-630-5694 is designated as the Contract Administrator for the Department.

Phillip Sykes, Chief Operating Officer, NC Department of Adult Correction, Correction Enterprise, 2020 Yonkers Rd, Raleigh, NC 27699, 919-324-1351, phillip.sykes@dac.nc.gov is designated as the Contract Manager for the Department.

Kristin Petrie, Nash Print Plant and Nash Framing & Matting Manager, NC Department of Adult Correction, Correction Enterprise, 2869 US Hwy. 64 Alt., PO Box 600, Nashville, NC 27856, 252-459-6409, Kristin.petrie@dac.nc.gov is designated as the Technical Point of Contact for the Department to monitor, but not limited to, day-to-day Contract requirements, the quality of all product(s) ordered, condition of shipment(s) received, timeliness of shipments, accuracy of invoicing, and overall customer service.

Vendor Customer Service Point of Contact

Name:

Office Phone #:

Mobile Phone #:

Email:

6.2 CONTRACT KICK-OFF AND POST AWARD MANAGEMENT REVIEW MEETINGS

The awarded Vendor shall meet with the NCDAC, within ten (10) business days of award, to formally introduce all team members, review the contract requirements and address any questions. This meeting will be held via telephone, or virtually, and will be organized by the NCDAC Contract Administrator, Margaret Serapin. The meeting should last approximately thirty (30) minutes in duration.

Following this meeting, the Vendor shall meet quarterly, and as needed, to discuss any problems or concerns regarding the product delivery and Vendor performance of all contracted items. These meetings may be held via telephone, or virtually.