Courier Services Bid.docx

State Of North Dakota Invitation For Bid (IFB) (April 2026)

Procurement Officer The Procurement Officer is the point of contact for this IFB. Offerors shall direct all communications regarding this IFB to the Procurement Officer. Please do not add the Procurement Officer to any marketing distribution lists.

Purchasing Agency (State): State Procurement Office Procurement Officer: Seth Westby Email: swestby@nd.gov Phone: 701-328-1953 TTY Users call: 7-1-1 Engaging in unauthorized communication or seeking to obtain information about an open solicitation with any state employee or official other than the responsible Procurement Officer or designee is sufficient grounds for suspension or debarment. [N.D.A.C. § 4-12-05-04(7)] Solicitation Question Deadline Offerors should carefully review the IFB including all attachments. Offerors may ask questions to obtain clarification and request additional information, or object to material in the IFB. Questions and objections must be submitted to the Procurement Officer in writing by the deadline identified in the IFB.

1. Offerors may submit questions within NDBuys using the “Discussions Tab” in the system (see the OMB website for a quick reference guide); or

2. Offerors may email the question directly to the Procurement Officer.

If no deadline is specified, questions or objections must be received at least seven days prior to the Solicitation End/Response deadline. The Procurement Officer may elect to respond to questions received after the deadline.

Responses to questions will be distributed as a solicitation amendment unless the question can be answered by referring the Offeror to a specific section of the IFB.

If an amendment (i.e., a new round) is issued for the solicitation in NDBuys and an Offeror has already submitted a response beforehand, Offerors are required to resubmit their response or submit a new response to remain under consideration.

A person or firm interested in submitting a response should ensure all communications related to the procurement are only with the designated point of contact. This section does not restrict communication with state officials or any member of the legislative assembly unless the state official or member of the legislative assembly is involved directly with the procurement for which the person is interested or has submitted a bid or proposal (N.D.C.C. § 54-44.4-01.1).

NDBuys State Procurement Website This IFB and any related amendment and notices will be posted on the North Dakota NDBuys State Procurement System. Offerors are responsible for checking the NDBuys system to obtain all information and documents related to this IFB:

NDBuys website Notices related to this IFB will be sent to the supplier list for the needed commodity or service and other known potential offerors.

Offerors that are registered for the supplier list and would like to receive notices related to this IFB, locate the solicitation in NDBuys and select the “Participate in RFx” button. If you do not see the “Participate in RFx” button, contact the Procurement Officer to confirm you are already included in the list of offerors to receive notices for the solicitation.

Offerors that have not yet registered for the supplier list and would like to receive notices related to this IFB and must complete the supplier registration. See NDBuys Quick Reference Guides for how to register.

Supplier registration is required to submit a response to a solicitation posted in NDBuys. See Section 1, Subsection 4 – Supplier Registration.

Section 1 Offeror Instructions Offeror Checklist: Have you remembered to?

· Ensure your Bid Response complies with all instructions, terms and conditions, delivery requirements, and specifications.

· Prepare your price in the specified unit of measure, FOB: Destination to the shipping location.

· Sign your bid, and initial any changes or corrections

· Ensure your Bid Response is received by the Procurement Officer by the Bid Response deadline. Called to confirm receipt.

· If using a delivery service, check tracking to ensure the Bid Response will be delivered on time. Contact the Procurement Officer as soon as possible in the event of delays due to weather, etc.

· Submit any required samples or documents.

Definitions:

Bid Response: the executed document submitted by a Offeror in response to a solicitation.

Commodities: all property, including equipment, supplies, materials, printing, insurance, and the lease of equipment.

Contractor: any person or firm having a contract with a governmental body.

Procurement Officer: an individual duly authorized to enter into and administer purchasing contracts and make written determinations with respect thereto; also includes an authorized representative acting with the limits of designated purchasing authority.

Purchasing Agency (STATE): the entity on which the purchase is being made on behalf of.

Services: the furnishing of labor, time, or effort by a Contractor, not involving the delivery of a specific end product other than reports that are merely incidental to the required performance.

Solicitation: a document to notify prospective Offerors of a bidding opportunity.

Solicitation Begin: Date the solicitation was issued.

Solicitation End: Deadline for receipt of responses; also known as the Solicitation Closing N.D.A.C.: North Dakota Administrative Code; rules with the force and effect of law.

N.D.C.C.: North Dakota Century Code; state laws.

Offeror: any person or firm submitting a competitive bid in response to a solicitation.

OMB: Office of Management and Budget (OMB); a North Dakota state agency.

SPO: State Procurement Office, a division of the Office of Management and Budget.

NDBuys: a procurement information website maintained by the State Procurement Office pursuant to N.D.C.C. § 54-44.4-14.

Secretary of State Registration Requirements: The North Dakota Secretary of State has registration requirements for individuals and businesses transacting business in North Dakota. If the successful Offeror is determined to have a registration requirement with the North Dakota Secretary of State, they must be registered before the contract award and registration must remain active for the duration of the contract period (N.D.C.C. § 54-44.4-09.1) See the OMB Guidelines to Vendor Registry for more information.

Visit the Secretary of State's Vendor Registration webpage for information on registration requirements and fees. Visit FirstStop, the Secretary of State's business and licensing software, for online form options.

Check the Business Records database to see if a business is registered.

Contact Secretary of State's office by email or call 701-328-2900 (choose menu item 2, then option 1) if you need to register, fees apply.

Vendors may need to obtain businesses licenses. See the list of licenses required of businesses in the State of North Dakota. The link includes information on who to contact, application fees, renewal dates, and the legal reference.

Supplier Registration: Individuals or business entities desiring to be notified of bidding opportunities may complete supplier registration to be notified when solicitations are issued on the State’s procurement information system (NDBuys) (N.D.C.C. § 54-44.4-09). Supplier registration does not guarantee a vendor will receive notice of every solicitation (N.D.A.C. § 4-12-05-01). There are no fees to register as a supplier.

Individuals or business entities completing Supplier registration must provide contact information for receiving solicitation notices, Tax ID, legal structure, address and phone information. Individuals or business entities must also select the commodity codes to identify categories of goods, services, and information technology.

Visit the OMB website for instructions:

Bidders List Registration Website For assistance with supplier registration, contact State Procurement Help Desk at 701-328-2740 or ndbuys@nd.gov.

Submission Instructions: Please follow these instructions to submit your Bid Response. Bid Responses must be received by the Procurement Officer by the Bid Response deadline. Offerors assume the risk of the delivery method selected. Late Bid Responses will be rejected.

Upload Response Through the State Procurement Online System (Ndbuys):

Offerors Must be registered in NDBuys in order to submit a response.

If you are not yet registered in NDBuys, complete the supplier registration. See NDBuys Quick Reference Guides for how to register.

Once registered, locate the solicitation in NDBuys and select the “Participate in RFx” button. If you do not see the “Participate in RFx” button, contact the Procurement Officer to confirm you are already included in the list of offerors to receive notices for the solicitation.

Offeror must electronically submit a response through the State’s procurement information system (NDBuys) by the Bid Response deadline.

NDBuys Website Do not wait until the “last minute to submit a response. We recommend uploading your response 24 hours prior to the Bid Response deadline.

Offeror must begin the electronic submission process well in advance of the Bid Response deadline to allow for transmission and resolution of any technical difficulties. Be advised that the STATE is not responsible for an Offeror’s failure to timely submit a response due to any technical difficulties. If you experience any technical difficulties, contact the Procurement Officer or the State Procurement Office at ndbuys@nd.gov or 701-328-2740.

If documents are in the process of being uploaded when the Bid Response deadline occurs, the upload process will stop. The attempted submission will not be uploaded successfully and is ineligible for consideration. The STATE takes no responsibility for electronic submissions that are captured, blocked, filtered, quarantined, or otherwise prevented from uploading by any anti-virus or other security software.

Visit NDBuys Quick Reference Guides which describe how to submit an electronic response.

Offeror must upload their Bid Response as requested in the Bid Response section of this IFB.

The maximum file size allowed is 56MB or 56,120 KB per file.

Do not submit documents that are embedded (zip files), movies, wmp, encrypted, or mp3 files.

Offeror will be able to confirm that a response has been submitted by reviewing the History tab of the solicitation and confirming that response status is submitted. If Offeror does not see that it has been submitted, the upload was not successful. Contact supplier support at +1 (701) 540 9648 or support-northdakota@ivalua.com.

Additional Terms and Conditions: Additional terms and conditions submitted with a Bid Response are of no effect unless accepted in writing by the Procurement Officer. Bid Responses with additional terms and conditions may be rejected as non-responsive. (N.D.A.C. § 4-12-11-06).

Assistance to Offerors with a Disability: Offerors with a disability that need an accommodation must contact the Procurement Officer prior to Bid Response deadline so reasonable accommodation can be made.

Bid Response Held Firm: Bid Responses are not awarded at the bid opening. Offerors must hold their Bid Responses firm for 30 days, unless otherwise specified by the Procurement Officer in writing.

Bid Response Opening: A public Bid Response opening will be held. The Procurement Officer will hold the Bid Response opening will be held:

Webinar or Conference Call Participation Instructions: October 30, 2026 @ 1:00 PM CT via Microsoft Teams Microsoft Teams meeting Join: https://teams.microsoft.com/meet/242908898084345?p=fXDBfD6rLbf89dn3MS Meeting ID: 242 908 898 084 345 Passcode: fU3R3db7

Need help? | System reference Dial in by phone +1 701-328-0950,,385636194# United States, Bismarck Find a local number Phone conference ID: 385 636 194# Join on a video conferencing device Tenant key: teams@join.nd.gov Video ID: 118 076 965 0 More info For organizers: Meeting options | Reset dial-in PIN

Bid Response Results: Interested parties may contact the Procurement Officer to obtain a summary of all Bid Responses received and the award. Bid results summary may be requested from the Procurement Officer.

Suppliers List - Suspension and Debarment: Placement on the supplier list does not guarantee a vendor will receive notice of every solicitation. A vendor may be removed from the supplier list if a solicitation notice is undeliverable. Vendors may be suspended or debarred from the supplier list for cause. (N.D.A.C. ch. 4-12-05) Changes/Corrections: Offerors must initial any changes or corrections to the Bid Response, such as erasures and crossed out/rewritten prices. The Procurement Officer may confirm the Bid Response when changes are not initialed.

Multiple Bid Responses: Offerors may submit more than one Bid Response in response to this solicitation. Each Bid Response submitted must be prepared in accordance with the Bid Response instructions and meet the stated requirements.

Open Records Requests: Bid Responses are exempt records until the date and time of the Bid Response opening. After the Bid Response opening, all Bid Responses are subject to North Dakota open records laws. Interested parties may contact the Procurement Officer to request information related to this solicitation.

Packaging: All packaging must be strong and secure in accordance with accepted commercial practices.

Protests: Protests of the solicitation must be received by the Procurement Officer within seven days before the Bid Response deadline. Protests of the award or Notice of Intent to Award must be received by the Procurement Officer within seven days after receiving notice of award. Seven calendar days after award or issuance of the Notice of Intent to Award it will be assumed that all interested parties knew or should have known all the facts surrounding the award. Protests must be made in writing to the Procurement Officer and include the basis for the protest. (N.D.C.C. § 54-44.4-12; N.D.A.C. ch. 4-12-14.)

Signature: The Offeror’s authorized representative must provide their printed name, title, and sign the Bid Response. The lack of a signature may be waived as a minor informality, provided a signed Bid Response is submitted by the deadline established by the Procurement Officer. (N.D.A.C. ch. 4-12-10) Specifications, Compliance: All Bid Responses must comply with the stated specifications, and the successful Offeror will be held responsible. Offeror who desire to submit commodities or services that deviate from these specifications or have any objections to the stated specifications must contact the Procurement Officer by the deadline for questions or at least seven days before the Bid Response deadline, so the Procurement Officer can determine whether the specifications need to be amended.

Specifications Prepared by Non-State Personnel: When a purchasing agency has specifications prepared by someone other than a state employee or official on behalf of the state, that person or business entity must be excluded from submitting bids or proposals in accordance with N.D.A.C. § 4-12-06-06.

Supplier/Payee Registration: The successful Offeror will be required to complete Supplier/Payee Registration, if not already registered as a Supplier/Payee. Any individual or business who will be receiving payment from a state agency or higher education institution must complete a registration process to collect important financial and taxpayer information. Payments are generally made by check or automatic clearing house (ACH), and taxpayer information must be collected in compliance with IRS requirements. The State and North Dakota University System (NDUS) have separate financial systems and vendor registration processes.

Withdrawal or changes to a Bid Response prior to the Bid Response deadline: Before the Bid Response deadline, the Offeror’s authorized representative may withdraw or change a Bid Response by making a written request to the Procurement Officer.

Withdrawals or changes to a Bid Response after the Bid Response deadline: After the Bid Response deadline, no changes may be made to Bid Response, except as provided in N.D.A.C. ch. 4-12-10. The Offeror’s authorized representative may make a written request to withdraw the Bid Response.

Section 2 Evaluation and Award

1. Award: Award will be made to the responsible Offeror with the lowest priced Bid Response that is responsive to the specifications and all other requirements stated herein. Award will be made as follows:

All or none – Each group must be filled out completely to be responsive.

2. Award – Preference Law: The reciprocal preference law, N.D.C.C.§ 44-08-01, was repealed effective August 1, 2023.

3. Award – Tie Bid Response Preference: If a tie occurs between two or more Offerors with equal Bid Response prices or offerors with identical evaluation scores:

a. Preference must be given to a resident North Dakota Offeror, seller, vendor, offeror, or contractor as defined in N.D.C.C. § 44-08-02. (N.D.C.C. 54-44.4-05.1)

b. If a tie still remains, award shall be made in accordance with N.D.A.C. § 4-12-11-05.

4. Late Bid Responses: Bid Response responses must be received by the Procurement Officer by the Bid Response deadline. Late Bid Responses will be rejected, regardless of the degree of lateness, unless the delay is due to the error of the Procurement Officer and discovered before the selection of the successful Offeror. (N.D.A.C. § 4-12-08-13)

5. Responsiveness of the Bid Response: Any Bid Response that does not meet the requirements of the solicitation, other than mistakes determined to be minor informalities, will be rejected. (N.D.A.C. § 4-12-11-03)

6. Minor Informalities: The STATE reserves the right to waive minor informalities in Bid Responses. Minor informalities are insignificant omissions or nonjudgmental mistakes that are matters of form rather than substance, evident from the Bid Response document, with a negligible effect on price, quantity, quality, delivery, or contractual conditions that can be waived or corrected without prejudice to other Offerors. (N.D.A.C. ch. 4-12-10)

7. Mistakes: The Procurement Officer may confirm the Bid Response in the event of apparent errors, such as an unreasonably priced Bid Response. Mistakes will be handled in accordance with N.D.A.C. ch. 4-12-10.

8. Responsibility of the Offeror: The Procurement Officer, at any time, may make a supplementary investigation as to the responsibility of any Offeror, even though the Offeror may be on the supplier list. If an Offeror is determined to be not responsible, that Bid Response will be rejected even if it is the lowest Bid Response, and the Offeror may be debarred or suspended from the supplier list. (N.D.A.C. § 4-12-11-04)

9. Rejection: The STATE reserves the right to reject any and all Bid Responses in whole or in part. The Procurement Officer will send a rejection notice, including the reason for rejection. Bid Responses will be rejected if:

a. the Bid Response is determined to be not responsive to the instructions, specifications, and other requirements of the solicitation, other than mistakes or omissions determined to be minor informalities;

b. the Bid Response is determined to be late;

c. the Offeror fails to comply with supplier registration requirements by the stated deadline;

d. the Offeror is determined to be not responsible, in accordance with N.D.A.C. § 4-12-11-04;

e. the Bid Response is not legible.

If all Bid Responses are rejected, the Procurement Officer will send written notice to Offeror, including the reason all Bid Responses were rejected. (N.D.A.C. § 4-12-11-09)

Section 3 Special Terms and Conditions

1. State Contract: The contract resulting from this solicitation will be a State Contract made available to North Dakota state agencies and institutions.

2. Cooperative Purchase: The contract resulting from this solicitation is a cooperative purchasing contract established pursuant to North Dakota Century Code (NDCC) sections 54-44.4-13. The contract is made available to state entities, institutions under the jurisdiction of the State Board of Higher Education, other government entities (including counties, cities, townships, public primary and secondary educational entities, governmental boards and commissions), nonprofit entities established on behalf of public entities, tribal agencies, transportation providers under N.D.C.C chapter 39-04.2, and the International Peace Garden. Participation by other governmental entities is not mandated or guaranteed; therefore, the estimated volume of this contract is not known.

3. Term of the Contract: The term of the contract issued as a result of this solicitation will be as follows:

a. Contract Period: This Contract term (Term) begins its Effective Date, and ends on December 31, 2028.

b. No Automatic Renewal: This Contract will not automatically renew.

c. Renewal Option: STATE may renew this Contract upon satisfactory completion of the initial Contract Term. STATE reserves the right to execute up to 2 options to renew this Contract under the same terms and conditions for a period of 24 months each (Renewal Term).

d. Extension Option: STATE may extend this Contract for an additional period, not to exceed 12 months, beyond the current termination date of this Contract.

4. Billing Address: After delivery of commodities or services under contract, the CONTRACTOR must submit a correct invoice. Payment will be made after inspection and acceptance.

· Invoices must be addressed to the Purchasing Agency. All invoice and payment inquiries must be directed to the Purchasing Agency.

5. Contract Amendment – Unanticipated Amendment: After a binding contract has been entered into, no changes may be made, unless prior written approval has been obtained from the Purchasing Agency through execution of a contract amendment. The Contractor may request changes, such as substitutions of a product, by submitting a written request to the Procurement Officer. Unanticipated amendments must be within the scope of the original contract, authorized by the terms of the contract and due to legitimate, unforeseen circumstances. (N.D.A.C. ch. 4-12-13)

6. Contract Estimated Volume: The volume of this contract is estimated. Estimates are not to be considered as either a minimum or maximum, but rather an estimate based upon past and anticipated usage. The CONTRACTOR or CONTRACTORs will be required to furnish actual requirements upon receipt of an order. This contract will not include items of a similar nature, which must be bought for emergency use.

7. Contract Sales Reports: The CONTRACTOR must maintain records of sales under the contract and furnish volume of sales information to the Procurement Officer. The CONTRACTOR must furnish reports listing all purchases made by all government entities using this contract. The report must be furnished within 14 days after the request by the Procurement Officer.

8. Ordering Catalogs and Literatures: CONTRACTOR will be required to furnish copies of catalogs and price lists to ordering agencies, upon request at no additional cost to the STATE.

9. Ordering Website: CONTRACTOR will be required to establish a secure website for online ordering under this contract. The ordering website must be limited to commodities offered under this contract.

10. Order Confirmation: The CONTRACTOR must confirm the receipt of orders by communicating with the Ordering Agency within Insert Number working days of the order placement.

11. Delivery Time Required: The CONTRACTOR must meet the specified delivery requirements. If delivery cannot be made within the specified time, the CONTRACTOR must notify the Ordering Agency in writing of the delay and the approximate date delivery may be expected.

· Delivery must be made as soon as possible after the CONTRACTOR receives an order from the Ordering Agency by issuance of a contract or purchase order or use of a purchasing card.

13. State Capitol Special Requirements: Pallet Size: When delivering pallets to the North Dakota Capitol Building, pallets are not to be larger than 36” wide x 48’ long. The loading dock for Central Duplicating is located at 608 East Boulevard Ave. All trucks delivering to the Capitol Tower must be equipped with an operational lift gate.

14. New Equipment and Materials: Unless otherwise indicated in the detailed specifications of this solicitation, all equipment and materials shall be new and under current production for use in the United States.

15. Inspection and Acceptance or Rejection: The STATE reserves the right to conduct inspections and investigations related to the Offeror and the offered commodities or services, including but not limited to the firm, personnel, qualifications, and the commodities and services offered to make determinations regarding compliance with the Bid Response requirements and responsibility of the Offeror. All material and workmanship are subject to inspection and testing by the STATE at the point of manufacturer, place of storage, or upon receipt. The STATE reserves the right to reject any commodities or services and terminate the contract if the CONTRACTOR fails to comply with the specifications, terms and conditions, or the seller’s express or implied warranties. Rejected commodities will be removed at the CONTRACTOR’s expense. Failure to satisfactorily perform may result in suspension or debarment from the supplier list.

If commodities or services are rejected as being not compliant with the requirements of this solicitation, the STATE will inform the CONTRACTOR in writing. The Purchasing Agency may provide the CONTRACTOR with a reasonable opportunity to cure, whenever practicable, as set forth in writing by the Purchasing Agency.

16. Invoicing:

Orders will be placed by state agencies and institutions.

17. Price Adjustment: Pricing during the term of the contract will be as follows:

· Pricing, Firm-Fixed with Adjustment Provisions: Pricing shall be firm for the first 90 days of the contract period. After the firm-fixed period, the CONTRACTOR may submit a request for a price increase to the Procurement Officer. Requests for a price increase must include a copy of the manufacturer's official notice or other evidence that the increase or decrease is applicable to all customers. The STATE reserves the right to accept or reject, within 30 days, or cancel the contract. The CONTRACTOR shall immediately inform the STATE of any price decreases. Price changes will become effective upon execution of a contract amendment. All orders placed are to be billed at prices in effect at the time of the order, not the date the shipment is made.

18. Pricing, Unit of Measure: The unit prices is to be according to the unit of measurement specified in the solicitation. In the event of mathematical differences between the unit price and extended total, the unit price will prevail. (N.D.A.C. § 4-12-10-02)

19. Service – Local Requirement: Services within 48 Hours after placement of service call is required. CONTRACTOR must have facilities or service providers within a commuting distance to meet this requirement.

20. Specifications, Brand Name or Equivalent: Unless otherwise indicated in the solicitation specifications, the use of a specific brand name or make/model is for illustrative purposes only, and the STATE will consider equivalent products. If an alternate brand offered by a Offeror is rejected as not being equivalent, the Procurement Officer send a rejection notice, including the reason for rejection.

Specifications, Brand Name: The specific brand name or make/model is required, and substitutions will not be accepted.

Section 4 Risk Management Requirements Offerors are instructed to review the following provisions. Objections to these provisions must be made in writing to the Procurement Officer by the deadline for questions.

1. Indemnification: Indemnification provisions are incorporated and made part of this solicitation and resultant contract.

The State and Contractor each agrees to assume its own liability for any and all claims of any nature including all costs, expenses and attorneys' fees which may in any manner result from or arise out of this agreement.

2. Insurance: Insurance provisions are incorporated and made part of this solicitation and resultant contract. Offerors are instructed to review the Insurance Requirements. The successful Offeror will be required to provide the required proof of insurance prior to contract award, and failure to provide evidence of insurance coverage is a material breach and grounds for award rescission. Failure of the CONTRACTOR to keep the required insurance in effect during the term of the contract is grounds for termination of the contract.

Contractor shall secure and keep in force during the term of this agreement, from insurance companies, government self-insurance pools or government self-retention funds, authorized to do business in North Dakota, the following insurance coverages:

1. Commercial general liability, including premises or operations, contractual, and products or completed operations coverages (if applicable), with minimum liability limits of $2,000,000 per occurrence.

2. Automobile liability, including Owned (if any), Hired, and Non-Owned automobiles, with minimum liability limits of $500,000 per person and $2,000,000 per occurrence.

3. Workers’ compensation coverage meeting all statutory requirements.

The insurance coverages listed above must meet the following additional requirements:

1. This insurance may be in policy or policies of insurance, primary and excess, including the so-called umbrella or catastrophe form and must be placed with insurers rated “A-” or better by A.M. Best Company, Inc., provided any excess policy follows form for coverage. Less than an “A-” rating must be approved by the State. The policies shall be in form and terms approved by the State.

2. The Contractor shall furnish a certificate of insurance to the undersigned State representative prior to commencement of this agreement and any required endorsements as soon as practicable electronically to:

a) Seth Westby – swestby@nd.gov

3. Failure to provide proof of insurance as required in this agreement is a material breach of contract entitling State to terminate this agreement immediately.

4. Contractor shall provide at least 30-day notice of any cancellation or material change to the policies or endorsements. An updated, current certificate of insurance shall be provided in the event of any change to a policy.

Section 5 Bid Response Form Specifications North Dakota State Procurement Office is soliciting courier services to service the entire state, every Monday through Friday, except for government holidays. Must have a minimum of 3 years experience in courier services within the state of North Dakota.

Courier must be able to pick up packages/specimens at all sites daily every Monday through Friday between 8:00 AM and 5:00 PM and provide same day delivery of these packages/specimens to state agencies.

The courier must have proper training and meet DOT/federal requirements for transport of infectious substances.

Occasionally the courier will be required to transport additional environmental sample coolers from Mercy Hospital, Valley City; Fargo Cass Public Health, Fargo; Mercy Hospital, Devils Lake; and Jamestown Regional Medical Center, Jamestown. The majority of environmental sample coolers are transported during the summer months. These coolers vary in size and weight.

In the event of a scheduling delay or cancellation, CONTRACTOR shall provide two (2) hours advance notice of such change. Likewise, should STATE not need service on any given day, STATE shall provide two (2) hours notice to CONTRACTOR.

CONTRACTOR shall not be in possession of any STATE property or parcels overnight without the consent of STATE. CONTRACTOR shall ensure all delivery vehicles are enclosed and that they are locked and otherwise secured when unattended. In the event of theft or other loss, CONTRACTOR shall notify STATE immediately.

Failure by CONTRACTOR to arrive at scheduled location and/or deliver parcels to scheduled locations (other than force majeure) shall result in forfeiture by CONTRACTOR of 1/20th of the monthly amount specified when this contract is awarded.

CONTRACTOR shall bill STATE on a monthly basis.

A Participating Addendum will be executed by each participating entity. The Participating Addendum is the contract between the Contractor and the Participating Entity. The Participating Addendum is subject to the terms and conditions of the State Contract, and it may also contain terms and conditions specific to that Participating Entity (e.g. site access instructions, parking permits requirements, pick up procedures, billing address, etc.). The Participating Entity is solely responsible to the Contractor for payment of any services rendered.

A copy of the executed Participating Addendum (PA) must be sent to the State Procurement Office Contract Administrator. This copy may be faxed or emailed as an attached PDF). The Contract Administrator will verify that the government entity is eligible for cooperative purchasing.

The courier must be able to initiate service beginning no later than January 1, 2027.

SECTION 5

Bid Response Form

SPECIFICATIONS

Pick Up Site

Address

City, State Zip Code

BID RESPONSE FORM

· Pickup: Capitol Mail Room 600 E. Boulevard Ave, at 10:00 a.m. & deliver to address below by 12:00 noon.

· Deliver To: State Surplus Supply, Igoe Park #12 1278 Hemlock St Warehouse 12 Bismarck, ND 58504 by 2:00 PM CST.

After completing Item 1 delivery:

1. Pickup at State Surplus:

-Outgoing supply mail -Cash box ($100 - $2000/day) after making delivery noted above to State Surplus Supply.

2. Deliver To: Deliver back to Capitol mail room 600 E Blvd Ave Bismarck, ND before 3:45 PM CST. Postage and processing will be handled by mail room staff.

Group 1 Total Daily Pickups

UPS PER YEAR*

2. Pick up service mail from:

-PO Box 5521 -3100 Railroad Avenue Deliver these to NDSP Warehouse

3. Drop off collected service mail for DOCR at the DOCR Building Sally Port (PO Box 1898)

Drop off: NPL and bill accordingly

2. Pick up: Medical Briefcases (lab work) at YCC

3. Deliver to: Health Lab and/or NPL as needed and billed accordingly

Deliver to: JRCC in Jamestown

1. Drop-off: 1 Briefcase from YCC to the DOCR Building Sally Port in Bismarck

2. Pick up:

· DOCR Briefcase for Capitol

· Mail for YCC from DOCR Building Sally Port in Bismarck

3. Pick up: Legal Records internal mail from DOCR Admin building in Bismarck

1. Drop off: YCC and DOCR mail at the Capitol

2. Pick up at Capitol Mail Room:

· YCC and DOCR mail

3. Pick up additional Capitol items:

· DOCR mail from OMB (4th Floor)

· DOCR checks from Treasurer’s Office (3rd Floor)

· Supplies and printing from Central Duplicating & Central Supply (Basement) for rooms 530, 519, 502, 223

4. Deliver: Legal Records internal mail at 250 N. 31st St., Suite TBD

5. Pick up: Outgoing Legal Records internal mail

– Burleigh County Detention Center

– MRCC (Bismarck)

– YCC (Mandan)

• Pickup Location: DOCR Admin Building Pharmacy (Bismarck)

• Drop Off: Empty briefcases from JRCC, MRCC, YCC, Burleigh County Detention Center

1. ND DOCR Capitol mail → DOCR Sally Port

2. Warehouse supplies & printing → NDSP Warehouse (Penitentiary Grounds)

3. Legal Records internal mail → DOCR Building (Bismarck)

• Pick up: Empty locked totes

• Pick up: Empty locked totes

2. Pick up: Briefcase from JRCC for Penitentiary (Bismarck)

3. Hold until next business day

4. Next morning at 7:30 a.m.: Drop off JRCC Pharmacy lockbox at DOCR Sally Port

– DOCR metered mail for Post Office

– DOCR Administration mail for weighing/metering/sorting

• Pick up: Legal Records mail at 250 N. 31st Street

• 1 Briefcase from Capitol

• Mail from DOCR in Bismarck

• Pharmacy locked items as applicable

Group 2 Total Daily Pickups

UPS PER YEAR*

Location 3442 Century, Bismarck ND 58503

MONDAY THROUGH FRIDAY (EXCLUDING HOLIDAYS)

Morning Route (AM)

2. Pick up Retirement and Investment Office’s (RIO) mail from the following locations:

• Bismarck Post Office, 220 East Rosser

• Capitol Mailroom

3. Deliver all morning mail to RIO at 3442 Century Avenue, between 8:00 a.m. and 8:45 a.m.

4. At 10:00 a.m., pick up additional RIO mail from:

• Capitol Mailroom

• Treasurer’s Office This pickup must be completed before the 4:00 p.m. delivery back to RIO.

Afternoon Route (PM)

1. At 12:30 p.m., pick up RIO’s internal mail and deliver it to the Capitol Mailroom.

2. Between 4:00 p.m. and 4:30 p.m., pick up RIO’s outgoing mail for processing and delivery.

Miscellaneous / Occasional Pickups RIO may occasionally require pickup of materials from the following locations:

• Central Duplicating – approximately once per month

• Central Supply – approximately once per month

• Office of Management and Budget – approximately once per year

Group 3 Total Daily Pickups

UPS PER YEAR*

Deliver immediately to Building 280, Fraine Barracks.

1. Pick up two mail pouches at Building 280, Fraine Barracks.

2. Deliver one pouch to the State Capitol Mailroom and pick up mail there.

3. Deliver the second pouch to the RJB Armory, 4200 East Divide Avenue, and pick up mail at that location.

4. Deliver all collected mail (from Capitol Mailroom and RJB Armory) back to Building 280, Fraine Barracks.

Deliver it to the USPS Distribution Center for processing.

Group 4 Total Daily Pickups

Delivery Address: Any state entity located in North Dakota.

Billing Address: Same as Delivery Address. As specified in the Order

Service Provider: The CONTRACTOR must provide a dedicated service provider to support for this contract. During the contract term, the CONTRACTOR shall notify the Procurement Officer if CONTRACTOR’s service provider changes.

Sales Representative: The CONTRACTOR must provide a dedicated sales representative to provide support for this contract. The sales representative will be required periodically visit ordering agencies to provide information regarding products available under the contract and assistance with order placement. During the contract term, the CONTRACTOR shall notify the Procurement Officer if the CONTRACTOR’s sales representative changes.

Service Provider/Sales Representative Name:

Address:

City & State & Zip:

Phone Number:

Cell Phone Number:

Toll Free Number:

E-Mail Address:

Offeror Information and Signature By submitting a Bid Response, the Offeror agrees to sell, furnish, and deliver to the STATE all commodities and services contained in this Invitation for Bid for which a contract is awarded by the STATE. The Offeror shall fully perform the contract in accordance with all the specifications, requirements, terms, and conditions, and shall comply with all applicable provisions of the North Dakota Century Code, including chapters 54-44.4, 46-02, and 44-08, and North Dakota Administrative Code Chapter 4-12, made part of the Invitation for Bid and resultant contract by reference.

Written acceptance of the Bid Response by the STATE constitutes a binding contract made and entered into by and between the State of North Dakota, acting through the Purchasing Agency, and the Offeror named below. Written acceptance may be made by execution of a contract, purchase order, or order using a state purchasing card.

NOTICE. All notices or other communications required under this Contract must be given by registered or certified mail and are complete on the date postmarked when addressed to the parties identified herein. Notice provided under this provision does not meet the notice requirements for monetary claims against the STATE found at N.D.C.C. § 32 12.2 04.

Offeror/Contractor Name:

Contractor Federal Employer Identification Number (FEIN) Offeror Street Address/P.O. Box:

City, State Zip:

Contact Name:

Contact Title:

Telephone Number:

Email:

Authorized Representative Signature:

Date:

State of North Dakota Bid Acceptance and Contract Award The parties to this contract (Contract) are the state of North Dakota, acting through the Purchasing Agency (STATE), and the above-named Offeror (CONTRACTOR). This Contract is not effective until fully executed by both parties. If no start date is specified in the Term of Contract, the most recent date of signatures of the parties shall be deemed the Effective Date.

NOTICE. All notices or other communications required under this Contract must be given by registered or certified mail and are complete on the date postmarked when addressed to the parties identified herein. Notice provided under this provision does not meet the notice requirements for monetary claims against the STATE found at N.D.C.C. § 32‑12.2‑04.

Acting through its Purchasing Agency:

By:

Printed Name:

Title:

Date:

Section 6 Contract Terms and Conditions

1. Scope of Work CONTRACTOR, in exchange for the compensation paid by STATE under this Contract, shall provide the commodities and services described in this solicitation.

2. Compensation.

a. Contractual Amount STATE shall pay for the accepted services provided by CONTRACTOR under this Contract an amount not to exceed the amount indicated on the Bid Response form (Contractual Amount).

The Contractual Amount is firm for the duration of the Contract and constitutes the entire compensation due CONTRACTOR for performance of its obligations under this Contract, unless amended, regardless of the difficulty, materials or equipment required, including fees, licenses, overhead, profit and all other direct and indirect costs incurred by CONTRACTOR, except as provided by an amendment to this Contract.

b. Invoicing The final cost set forth on each invoice must be equivalent to the cost for each service or goods as specified in the Scope of Work. CONTRACTOR may not submit an invoice for any service or goods specified in the Scope of Work that STATE has not fully accepted.

STATE may only expend public funds for any service or goods accepted within the Fiscal Year for which the funds are appropriated. STATE’s Fiscal Year is July 1 through June 30. An invoice for any service or goods accepted within the Fiscal Year must be dated prior to July 1 and received by STATE no later than July 7 of each Fiscal Year.

c. Payment

1) Payment made in accordance with this Compensation section shall constitute payment in full for the services and work performed and the deliverables and work(s) provided under this Contract and CONTRACTOR shall not receive any additional compensation hereunder.

2) STATE shall make payment under this Contract within forty-five (45) calendar days after receipt of a correct invoice.

3) Payment of an invoice by STATE will not prejudice STATE’s right to object to or question that or any other invoice or matter in relation thereto. CONTRACTOR's invoice will be subject to reduction for amounts included in any invoice or payment made which are determined by STATE, on the basis of audits conducted in accordance with the terms of this Contract, not to constitute allowable costs. At STATE’s sole discretion, all payments shall be subject to reduction for amounts equal to prior overpayments to CONTRACTOR.

4) For any amounts that are or will become due and payable to STATE by CONTRACTOR, STATE reserves the right to deduct the amount owed from payments that are or will become due and payable to CONTRACTOR under this Contract.

d. Prepayment: STATE will not make any advance payments before performance by CONTRACTOR under this Contract.

e. Payment of Taxes by State: STATE is not responsible for and will not pay local, state, or federal taxes. STATE sales tax exemption number is E 2001. STATE will furnish certificates of exemption upon request by the CONTRACTOR.

f. Payment Methods:

1) STATE may make a payment using a government credit card. CONTRACTOR will accept a government credit card without passing the processing fees for the government credit card back to STATE.

2) STATE may make payment using an ACH transfer, wire transfer, or by issuing a check to CONTRACTOR.

4. Termination

a. Termination for Convenience or by Agreement STATE may terminate this Contract upon thirty (30) days’ written notice to CONTRACTOR. This Contract may be terminated by consent of both Parties executed in writing.

b. Early Termination in the Public Interest STATE is entering into this Contract for the purpose of carrying out the public policy of the State of North Dakota, as determined by its Governor, Legislative Assembly, Agencies and Courts. If this Contract ceases to further the public policy of the State of North Dakota, STATE, in its sole discretion, by written notice to CONTRACTOR, may terminate this Contract in whole or in part.

c. Termination for Lack of Funding or Authority STATE by written notice to CONTRACTOR, may terminate the whole or any part of this Contract under any of the following conditions:

1. If funding from federal, state, or other sources is not obtained and continued at levels sufficient to allow for purchase of the services or goods in the indicated quantities or term.

2. If federal or state laws or rules are modified or interpreted in a way that the services are no longer allowable or appropriate for purchase under this Contract or are no longer eligible for the funding proposed for payments authorized by this Contract.

3. If any CONTRACTOR license, permit, or certificate required by law or rule, or by the terms of this Contract, is for any reason denied, revoked, suspended, or not renewed.

Termination of this Contract under this subsection is without prejudice to any obligations or liabilities of either party already accrued prior to termination.

d. Termination for Cause STATE may terminate this Contract effective upon delivery of written notice to CONTRACTOR, or any later date stated in the notice:

1) If CONTRACTOR fails to provide services required by this Contract within the time specified or any extension agreed to by STATE; or

2) If CONTRACTOR fails to perform any provisions of this Contract or so fails to pursue the work as to endanger performance of this Contract in accordance with its terms.

The rights and remedies of STATE…