DPC-2338088290-KG - Bid Addendum 1.pdf

Solicitation Addendum

Issuing Agency: DOA, Division of Purchase and Contract Solicitation Number: DPC-2338088290-KG Solicitation Description: Durable Medical Equipment (DME) Statewide Term Contract Bid Opening Date & Time: October 5, 2026 Addendum Number: 1 Addendum Date: September 14, 2026 Procurement Lead: Kayla Glenn

THIS ADDENDUM IS NOT REQUIRED TO BE RETURNED.

1. Pre-Bid Conference presentation slides are enclosed.

ALL OTHER TERMS AND CONDITIONS REMAIN THE SAME

North Carolina STC Addendum Version Date: 5/2024

Page | 1

Pre-Bid Conference Solicitation #: DPC-2338088290-KG

Title: Durable Medical Equipment (DME) Statewide Term Contract

Procurement Lead: Kayla Glenn

Date: September 14, 2026 Time: 2:00 PM EST

DPC-2338088290-KG: DME Statewide Term Contract

Before We Get Started Solicitation-Specific Questions

Please submit any solicitation-specific questions in writing through the Ariba Sourcing Tool by September 16, 2026

General Process Questions Questions about the submission process itself may be asked at the end of this presentation

VERBAL RESPONSES ARE NOT BINDING

For official responses Vendors must follow the Q&A process.

• Agenda

• Welcome & Introductions

• Statewide Term Contract & IFB Overview

• IFB Schedule/Key Dates

• IFB Requirements

• Attachment A Pricing Workbook

• Method of Award

• Bid Questions/State Responses

• Solicitation Response Reminders

• Question/Answer Session

Welcome & Introductions

• DOA, Division of P&C Participants

• Kayla Glenn, State Procurement Specialist II (Procurement Lead);

• Carter Biggs, State Contract Manager

• Nicole Hunter, DSPO-Strategic Sourcing

• Melissa Pressley, DSPO-Contract Management

Attending Prospective Vendors Please add your Company Name and email address to the chat

Statewide Term Contract (STC) Overview

• What Is a Statewide Term Contract?

• A long-term statewide agreement for commonly used goods and services, managed by the Division of Purchase & Contract

• Available for use by multiple State entities without a separate solicitation

• Fixed term

• No guaranteed spend — usage depends on individual entity needs

• How This Differs From an Agency-Specific Contract

• Awarded Vendors serve all eligible State entities under one set of terms; agencies place orders directly under the Contract — no separate bidding per order

Overview of the DME Statewide Term Contract

• Background

• Who: State agencies, departments, institutions, universities, and community colleges, and non-mandatory agencies (school systems and local government)

• What is currently being done: STC 475B

• Where/what’s covered: Statewide — Vendors may bid all 100 NC counties or select counties

• Products/Services: Durable Medical Equipment across 10 categories/subcategories (A–J)

• Purpose of solicitation

• Furnish and deliver the State’s requirements for new, unused, current-production commercial and institutional-quality Durable Medical Equipment on an as-needed basis

• Contract Term: Five (5) years

10 DME Product Categories at a Glance

A — Wheelchairs B — Stair Lifts C — Bathroom Chairs D — Mobility Aids E — Scooters

F — Beds G — Patient Lifts H — Shower/Bath Safety I — Door Openers J — All Other DME Products not specified in Categories

A-J

Category Subcategories (Section 5.4.2) Category Subcategories

A — Wheelchairs Upright, Standing Power, Tilt-in-Space Positioning, Cruiser Fixed Tilt Positioning, Manual Wheel, All Track HD (550lbs), All-Terrain Power, Compact Power, Hybrid Power, Bariatric/Heavy-Duty, Accessories

B — Stair Lifts Curved, Straight, Outdoor, Platform/Porch Lift, Vertical Platform Lift, Ceiling Lifts, Accessories

C — Bathroom Chairs Shower/Commode, Tub Transfer Bench, Mobile/Tilt, Portable Shower, Stationary Shower, Transport/Rolling Shower, Bariatric/Heavy-Duty, Accessories

D — Mobility Aids Rollator, Easy Stand Lifting Device, Accessories

E — Scooters 3-Wheel, 4-Wheel, Electric, Heavy-Duty, Bariatric/Heavy-Duty, Accessories

F — Beds Hospital, Home Care, Mattress, Bariatric/Heavy-Duty, Accessories

G — Patient Lifts Stand-Assist, Stand, Bariatric/Heavy-Duty, Accessories

H — Shower/Bath Safety Grab Bar, Other Shower/Bath Safety Product, Accessories

I — Door Openers Residential, Commercial, Accessories

J — All Other DME Other Durable Medical Products not listed in Categories A–I

IFB Schedule / Intended Solicitation Schedule

Sept 4

Issued Solicitation

Sept 14

Pre-Bid Conference

Sept 16

Written Questions Due

Sept 25

State Response

Oct 5

Bid Opening

Oct 30

Contract Award (Anticipated)

Virtual meeting join details (Teams link, dial-in) are provided in IFB Sections 2.4 and 2.5. Schedule is subject to change by Addendum, posted to the Ariba Sourcing Tool.

IFB Requirements Section Requirement How It's Submitted

Cover Page eVP Number — Confidential Vendor ID Page Fill In (Returned; kept confidential)

Cover Page Execution Page — Vendor Name, Address, Signature Fill In + Sign (Returned)

Sec. 4.7 Delivery and Installation Fill In

Sec. 4.13 Authorized Reseller Check Box

Sec. 4.14 Authorized Dealers Check Box

Sec. 4.15 Warranty Fill In

Sec. 4.18–4.19 Descriptive Literature Attachment (Sourcing Event + Attachment A)

Sec. 4.29 Secretary of State Registration Check Box

Sec. 5.1 Implementation & Communication Plan Attachment (Sourcing Event)

Sec. 5.2 Customer Service Plan Attachment (Sourcing Event)

Sec. 6.1 Contract Manager & Customer Service Fill In

Sec. 6.2 Electronic Product Catalog Check Box

Attachment A Pricing Submittal Workbook MUST BE RETURNED – BID SUBMISSION. Manufacturer, subcategory, % off MSRP per item (see next slide).

IFB Requirements - Vendor Forms

Attachment Execution Pages MUST BE RETURNED – Signed, with the body of the IFB (see Section 2.8a).

Attachment C NC General Terms and Conditions Incorporated into Agreement — foundation of all contractual agreements with the State (reference only).

Attachment E Customer Reference Form MUST BE RETURNED – At least 3 references for the exact equipment offered.

Attachment F Location of Workers Utilized by Vendor MUST BE RETURNED – Where contract work will be performed.

IFB Requirements - Vendor Forms

Attachment G Certification of Financial Condition MUST BE RETURNED – Signed certification of vendor financial condition.

Attachment Certification for Contracts, Grants, Loans & Cooperative Agreements MUST BE RETURNED – With OMB Standard Form LLL, lobbying activity certification.

Attachment Sustainability MUST BE RETURNED – Environmental/sustainability attributes of products offered.

Attachment Addenda Receipt Pages MUST BE RETURNED – If any addenda are issued and require signature.

All forms and attachments are available in the Ariba Sourcing Tool for this solicitation.

Attachment A: Pricing Submittal Workbook — Instructions Tab

Read this tab first — it explains every field on the category pricing tabs

Attachment A: Category Pricing Tab (example: Category A; same layout for B–J)

Every category tab uses this exact same column structure

Manufacturer → Subcategory → Catalog ID → Price List Date → Link to Catalog/Price List → Discount % Off MSRP → Parts & Accessories Discount — then continuing off-screen: Manufacturer's Warranty, Estimated Delivery ARO, Link to Descriptive Literature, and Additional Discounts/Rebates.

Subcategory is a dropdown — example shown for Category A

Attachment A: Geographic Coverage Tab

Indicate statewide coverage, or check specific counties

Attachment A: Evaluation Service Rates & Maintenance Options Tabs

Evaluation Service Rates (Category A only)

Only applies if bidding Category A (wheelchairs) and providing evaluation/consultation services beyond a standard assessment.

Maintenance Options (out-of-warranty)

Only complete this tab if offering out-of-warranty maintenance and general servicing — applies only if the State elects to accept it.

Evaluation Method Considerations Highest % discount off current MSRP, by category/subcategory

Breadth of items offered, quantity, quality, delivery, service, geographic coverage

Required Vendor Form Submission for References To be checked/considered

Required Vendor Form Submission for Financial Condition

To be checked/considered

Required Vendor Form Submission for Location of Workers

To be checked/considered

Required Descriptive Literature To be checked/considered

Multi-Vendor Awards Multiple manufacturers/vendors may be awarded per category to ensure statewide coverage

Method of Award – Percentage Off MSRP

Questions and Responses

• Questions must be formally submitted in writing through the Ariba

Sourcing Tool by September 16, 2026 (Section 2.6).

• The State will not respond to questions submitted via e-mail or telephone.

• Addenda will be informational (not required to be returned) or for inclusion with response (required to be executed and returned).

• Note – not returning required executed addenda will render response non-responsive.

Solicitation Response Reminders

• Read the entire solicitation, to include all attachments

• Submit any questions, for State response – No verbal response will validate.

• Review your response for

• Execution of solicitation (Non-Responsive, if not signed)

• All boxes checked

• Information provided in all fillable spaces

• All execution/signature places signed

• Submit all required documentation listed

• Section 2.8 – Bid Contents

• Section 4.0 – IFB Requirements

• Section 5.0 – Specification/Scope of Work

• All requests for documentation in addition to the body of the solicitation

• All signature required Addenda

• Communication – Only provide contact/communication to the Procurement Lead through Ariba Sourcing Tool.

Important: Do not wait until the last minute to submit your bid!

Help Desk: Vendor@nc.gov

888-211-7440, select option 2

Vendor Training Provided at:

https://eprocurement.nc.gov/training/vendor-training

Vendor Viewing and Responding to Solicitations:

https://eprocurement.nc.gov/training/vendor-training/vie wing-and-responding-solicitations-evp

Video Demo: https://youtu.be/ARO2hPpiX0o?t=1059 mailto:Vendor@nc.gov https://eprocurement.nc.gov/training/vendor-training https://eprocurement.nc.gov/training/vendor-training/viewing-and-responding-solicitations-evp https://eprocurement.nc.gov/training/vendor-training/viewing-and-responding-solicitations-evp https://youtu.be/ARO2hPpiX0o?t=1059

Questions and Answers

• Procurement Lead: Kayla Glenn — kayla.glenn@doa.nc.gov — 984-236-0258

• eProcurement Help Desk: Vendor@nc.gov — 888-211-7440, Option 2

• Vendor Training: https://eprocurement.nc.gov/training/vendor-training