IFB 12224152-KWT SOTEN Survey Bundles Plus Drones_FINAL to bid.pdf

OFFER AND ACCEPTANCE

The State seeks offers for the goods, software, and/or services described in this Invitation for Bids (IFB). The State’s acceptance of any offer must be demonstrated by execution of the acceptance found below and any subsequent Request for Best and Final Offer (BAFO), if issued. Acceptance shall create a contract having an order of precedence as follows in cases of conflict between documents comprising the contract: (1) special terms and conditions specific to this IFB; (2) specifications; (3) NC Department of Information Technology Terms and Conditions of this IFB; and (4) the agreed portions of the awarded Vendor’s offer. No contract shall be binding on the State until an encumbrance of funds has been made for payment of the sums due under the contract.

EXECUTION

In compliance with this IFB, and subject to all the conditions herein, the undersigned offers and agrees to furnish any or all Services or goods upon which prices are offered, at the price(s) offered herein, within the time specified herein. By executing this offer, I certify that this offer is submitted competitively and without collusion.

Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not acceptable.

OFFEROR

STREET ADDRESS PO BOX, ZIP CODE

CITY, STATE, ZIP CODE TELEPHONE NUMBER

NAME and TITLE OF PERSON SIGNING

AUTHORIZED SIGNATURE DATE E-MAIL

Offer valid for ninety (90) days from date of offer opening unless otherwise stated here: ____ days

ACCEPTANCE OF OFFER

If any or all parts of this IFB are accepted, an authorized representative of the NC Department of Transportation (NCDOT) shall affix a signature hereto. A copy of this acceptance will be forwarded to the Vendor.

FOR STATE USE ONLY

Offer accepted and contract awarded on this date as indicated on the attached certification, by ___________________________________________________________________ ________________________ Authorized representative of NC Department of Transportation Date

STATE OF NORTH CAROLINA INVITATION FOR BIDS NO. 54-12224152-KWT

DEPARTMENT OF TRANSPORTATION

Division of Aviation

Title: SOTEN – Survey Bundle and Drones

Bid Opening Date: August 31, 2026 at 10:00 am ET

Refer all inquiries to:

Kim Tart kwtart@ncdot.gov

Issue Date: August 19, 2026

Commodity Number: 431915

Using Agency: NCDOT – Aviation Division

Requisition No.: 12224152 / PR34347

SOTEN – Survey Bundle and Drones – NCDOT (IFB 12224152-KWT)

TABLE OF CONTENTS

1.0 INTENT, USE, DURATION AND SCOPE

2.0 GENERAL INFORMATION

2.1 SITE VISIT

2.2 VENDOR QUESTIONS

2.3 ADDENDA

2.4 ELECTRONIC OFFER SUBMITTAL

2.5 BASIS FOR REJECTION

2.6 LATE OFFERS

2.7 NON-RESPONSIVE OFFERS

2.8 NOTICE TO VENDORS

2.9 NC ePROCUREMENT SYSTEM

2.10 DISTRIBUTORS AND RESELLERS

2.11 POSSESSION AND REVIEW

2.12 BEST AND FINAL OFFER (BAFO)

2.13 CONTRACT AWARD

2.14 POINTS OF CONTACT

3.0 SPECIFICATIONS

3.1 VENDOR STANDARD AGREEMENTS

3.2 VENDOR UTILIZATION OF WORKERS OUTSIDE U.S

3.3 E-VERIFY

3.4 BRAND SPECIFIC PRODUCT

3.5 SECURITY SPECIFICATIONS

3.6 ENTERPRISE ARCHITECTURE SPECIFICATIONS

3.7 PRODUCT RECALL

3.8 WARRANTY

3.9 MAINTENANCE

3.10 CONTRACT TERM

3.11 DELIVERY

4.0 FURNISH AND DELIVER

5.0 ADDITIONAL INFORMATION

6.0 NC DEPARTMENT OF INFORMATION TECHNOLOGY INSTRUCTIONS

7.0 NC DEPARTMENT OF INFORMATION TECHNOLOGY TERMS AND CONDITIONS

1.0 INTENT, USE, DURATION AND SCOPE

NCDOT’s Division of Aviation seeks to procure SOTEN brand drones and accessories as well as the applicable software maintenance and support as described in further detail in Section 4.0 Furnish and Deliver Table of this IFB, to enhance its ability to manage day-to-day operations, flight missions, use cases, and disaster response efforts.

Goods and Services will be provided in accordance with the terms and conditions of this IFB.

2.0 GENERAL INFORMATION

2.1 SITE VISIT – Reserved.

2.2 VENDOR QUESTIONS

All inquiries regarding the solicitation specifications or requirements must be addressed to the contact person listed on Page One of this solicitation. Vendor contact regarding this Solicitation with anyone other than the contact person listed on Page One of this Solicitation may be grounds for rejection of said Vendor’s offer.

Written questions concerning this Solicitation will be received until August 25, 2026 at 10:00 am Eastern Time. They must be submitted to Kim Tart at kwtart@ncdot.gov.

Please enter “Questions – IFB 12224152-KWT” as the subject for the message. Questions should be submitted in the following format:

REFERENCE VENDOR QUESTION

IFB Section, Page Number

2.3 ADDENDA

The Agency will issue an Addendum to provide a response to all questions received in accordance with Section 2.2 above.

The Agency may issue additional Addenda as needed to modify the specifications/requirements, terms and conditions, etc.

All Addenda will be posted on the electronic Vendor Portal (eVP) website at https://evp.nc.gov and will become Addenda to this IFB.

Critical information may be included in these Addenda. It is important for Vendors to periodically check the website for any and all Addenda that may be issued prior to the bid opening date.

2.4 ELECTRONIC OFFER SUBMITTAL

Due Date: August 31, 2026

Time: 10:00 am Eastern Time mailto:kwtart@ncdot.gov https://evp.nc.gov/

Sealed offers, subject to the conditions made a part hereof, will be received by the time and date specified above and then opened for furnishing and delivering the commodity as described herein.

It is the Vendor’s sole responsibility to submit its offer by the specified time and date of opening.

The Vendor shall bear the risk for late electronic submission due to unintended or unanticipated delay including, but not limited to, internet issues, network issues, local power outages, or application issues. No offers are able to be uploaded in Ariba after the deadline/bid opening date and time.

a) Submit one (1) signed, original electronic offer via the Ariba Sourcing Module. The Vendor must include the signed Execution Page 1 WITH the remaining pages of the solicitation in one PDF. The Execution Page 1 must be signed and dated by an official authorized to bind the Vendor’s firm. Failure to return a signed offer shall result in disqualification.

b) File names should identify the Vendor, solicitation, and document in that order (Vendor Name – Solicitation Number – Offer, etc.).

c) Files must not be password protected. They must be in .PDF, .JPEG, .DOC or .XLS format and capable of being copied to other sources. The Vendor’s offer may be deemed non-responsive if the Agency is unable to open the file(s).

d) If the offer contains any confidential information (as defined in the NCDIT Terms and Conditions, Section 7, Paragraph 18) “Confidentiality”, the Vendor must provide one (1) redacted electronic copy in addition to the original copy.

2.5 BASIS FOR REJECTION

Pursuant to 9 NCAC 06B.0401, the State reserves the right to reject any and all offers, in whole or in part by deeming the offer unsatisfactory as to quality or quantity, delivery, price or service offered;

non-compliance with the specifications or intent of this solicitation; lack of competitiveness; error(s) in specifications or indications that revision would be advantageous to the State; cancellation or other changes in the intended project, or other determination that the proposed requirement is no longer needed; limitation or lack of available funds; circumstances that prevent determination of the best offer; or any other determination that rejection would be in the best interest of the State. Vendor contact regarding this IFB with anyone other than the person listed on Page 1 may be grounds for rejection of said Vendor’s offer.

2.6 LATE OFFERS

Regardless of cause, late offers will not be accepted and will automatically be disqualified from further consideration.

2.7 NON-RESPONSIVE OFFERS

The Vendor’s offer will be deemed non-responsive by the State and will be rejected without further consideration or evaluation if statements such as the following are included:

• “This offer does not constitute a binding offer”

• “This offer will be valid only if this offer is selected as a finalist or in the competitive range”

• “Vendor does not commit or bind itself to any terms and conditions by this submission”

• “This document and all associated documents are non-binding and shall be used for discussion purposes only”

• “This offer will not be binding on either party until incorporated in a definitive agreement signed by authorized representatives of both parties” or

• A statement of similar intent.

2.8 NOTICE TO VENDORS

The State objects to and will not be required to evaluate or consider any additional terms and conditions not previously agreed to by the State and submitted with the Vendor’s response. This applies to any language appearing in or attached to the document as part of the Vendor’s response. By execution and delivery of this solicitation and response, the Vendor agrees that any additional terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect.

2.9 NC ePROCUREMENT SYSTEM

The State utilizes the NC eProcurement (NCEP) system to process requisitions and issue purchase orders. See http://eprocurement.nc.gov/ and Section 7, Paragraph 47 of the NCDIT Terms and Conditions for more information.

a) It is the Vendor’s responsibility to read these provisions carefully and to consider them in preparing the offer. By signature, the Vendor acknowledges acceptance of all provisions related to NCEP.

b) The transaction fee addressed in Section 7, Paragraph 47 a) and b) applies to the purchase of goods (including the initial purchase of software). It does not apply to SaaS, software maintenance/support services, or any other type of services.

c) If not already registered in NCEP, the Vendor selected for contract award must register within two (2) days after notification of contract award.

d) The Vendor must be current on all NCEP fees prior to submitting an offer. Otherwise, the State may disqualify the Offeror from participating in this IFB.

2.10 DISTRIBUTORS AND RESELLERS

“Resellers” as used herein, refers to businesses that routinely sell or distribute Vendor’s Products, and may include “Distributors,” “Value Added Resellers” (VARs), “Original Equipment Manufacturers” (OEMs), Channel Partners, or such other designations. These businesses must be approved by the State prior to placement of any orders. Any contract established will be subject to this solicitation and any resulting Agreement(s), and to the terms and conditions of the State’s competitive bidding process.

The Agency acknowledges that the Reseller has merely purchased the Third-Party Items for resale or license to the Agency, and that the proprietary and intellectual property rights to the Third-Party Items are owned by parties other than the Reseller (“Third Parties”). The Agency further acknowledges that except for the payment to the Reseller for the Third-Party Items, all of its rights and obligations with respect thereto flow from and to the Third Parties. The Reseller shall provide the Agency with copies of all documentation and warranties for the Third-Party Items which are provided to the Reseller. The Reseller shall assign all applicable Third-Party warranties for Deliverables to the Agency.

2.11 POSSESSION AND REVIEW

During the evaluation period and prior to award, possession of the bids and accompanying information is limited to personnel of the issuing agency and to the committee responsible for participating in the evaluation. Vendors who attempt to gain this privileged information or to influence the evaluation process will be in violation of purchasing rules and their offer will not be further evaluated or considered.

http://eprocurement.nc.gov/

After award of contract, the complete bid file will be available to any interested persons with the exception of trade secrets, test information or similar proprietary information as provided by statute and rule. Any proprietary or confidential information which conforms to exclusions from public records as provided by N.C.G.S. § 132-1.2 must be clearly marked as such in the offer when submitted.

2.12 BEST AND FINAL OFFER (BAFO)

The State may establish a competitive range based upon evaluations of offers and request BAFOs from the Vendor(s) within this range (i.e., Finalist Vendors). If negotiations or subsequent offers are solicited, the Vendor(s) shall provide BAFO(s) in response. Failure to deliver a BAFO when requested shall disqualify the non-responsive Vendor from further consideration. The State will evaluate BAFO(s), oral presentations, and product demonstrations as part of the Vendors’ respective offers to determine the final rankings.

2.13 CONTRACT AWARD

It is the general intent to award this contract to one Vendor. As provided by statute, award will be based on Best Value Analysis, Lowest Price Technically Acceptable Source Selection Method in accordance with N.C.G.S. § 143B-1350(h) , which provides that the offer must be in substantial conformity with the specifications herein, and 09 NCAC 06B.0302.

Contract award information will be posted in eVP at https://evp.nc.gov/. Results may be found by searching by IFB number or agency name. This information may not be available for several weeks depending on the length of time to complete the evaluation process.

2.14 POINTS OF CONTACT

Contact with the persons shown below for contractual and technical matters related to this IFB is only permitted if expressly agreed to by the person listed on page 1 or upon award of contract:

Vendor Contractual Point of Contact Vendor Technical Point of Contact

Contact Name:

Address:

Email:

Contact Name:

Address:

Email:

State Contractual Point of Contact State Technical Point of Contact

Kim Tart, Procurement Specialist NCDOT - IT Business Office 1020 Birch Ridge Dr Raleigh NC 27610 itbusinessoffice@ncdot.gov

Riley Beaman, Program Manager NCDOT - Aviation Division 5505 Barbados Blvd Castle Hayne NC 28429 jrbeaman@ncdot.gov https://evp.nc.gov/

3.0 SPECIFICATIONS

3.1 VENDOR STANDARD AGREEMENTS

The terms and conditions of the Vendor’s standard services, license, maintenance or other agreement(s) applicable to Services, Goods, Software and other Products acquired under this Agreement may apply to the extent such terms and conditions do not materially change the terms and conditions of this Agreement. In the event of any conflict between the terms and conditions of this Agreement and the Vendor’s standard agreement(s), the terms and conditions of this Agreement relating to audit and records, jurisdiction, choice of law, the State’s electronic procurement, application of law or administrative rules, the remedy for intellectual property infringement and the exclusive remedies and limitation of liability in the NCDIT Terms and Conditions herein shall apply in all cases and supersede any provisions contained in the Vendor’s relevant standard agreement or any other agreement. The State shall not be obligated under any standard license and/or maintenance or other Vendor agreement(s) to indemnify or hold harmless the Vendor, its licensors, successors or assigns; nor arbitrate any dispute, nor pay late fees, legal fees or other similar costs.

The “North Carolina Department of Transportation Addendum to the ACSL, Ltd. Software License Agreement” will be finalized by and between ACSL, Ltd. and NCDOT and will be applicable to this IFB and incorporated by reference to this IFB via a Best and Final Offer (BAFO).

3.2 VENDOR UTILIZATION OF WORKERS OUTSIDE U.S.

In accordance with the Statewide Information Security Manual (SISM), the State restricts the location of information systems that receive, process, store, or transmit State and Federal data to the United States which includes the following areas: US States, US Territories, US Embassies, and US Military installations (stateside or overseas). This restriction applies to the Vendor and to any subcontractors engaged to provide Services under this Agreement or with access to State Data.

The Vendor must ensure that its subcontractor agreements contain these same restrictions and will be responsible for monitoring and enforcing subcontractor compliance at all times.

Pursuant to N.C.G.S. §143B-1361(b), the Vendor must provide the following information with its offer. The Vendor may attach additional pages to its response if needed. The State of North Carolina will evaluate Disclosure Statement Attachments for additional risks, costs, and other factors associated with its service prior to making an award for any such Vendor’s offer.

a. The location of work performed under a state contract by the Vendor, any subcontractors, employees, or other persons performing the contract and whether any of this work will be performed outside the United States.

Vendor to answer:

b. The corporate structure and location of corporate employees and activities of the Vendor, its affiliates or any other subcontractors.

Vendor to answer:

c. Vendor agrees to provide notice of the relocation of the Vendor, employees of the Vendor, subcontractors of the Vendor, or other persons performing Services under a state contract outside of the United States in the event such relocation occurs during the contract term.

Vendor Agrees? YES NO

d. Vendor agrees that any Vendor or subcontractor providing call or contact center Services to the State of North Carolina shall disclose to inbound callers the location from which the call or contact center Services are being provided.

Vendor Agrees? YES NO

e. Will any work under this contract be performed outside the United States?

YES NO

The use of resources or workers located outside the United States is a critical security exception that must be escalated to the State Chief Information Officer for review pursuant to N.C.G.S. §§ 143B-1376(c) and -1320(c). These critical security exceptions are approved only in rare and extenuating circumstances. The Vendor should account for this when preparing its response.

3.3 E-VERIFY

Pursuant to N.C.G.S. § 143B-1350(k), the State shall not enter into a contract unless the awarded Vendor and each of its subcontractors comply with the E-Verify requirements of N.C.G.S. Chapter 64, Article 2. Vendors are directed to review the foregoing laws. Any awarded Vendor must submit a certification of compliance with E-Verify to the awarding agency, and on a periodic basis thereafter as may be required by the State.

3.4 BRAND SPECIFIC PRODUCT

Manufacturer’s name and product descriptions used in this solicitation are product specific. The items offered in response to this solicitation must be the manufacturer and type specified. Failure to comply with this requirement will result in rejection of the offer.

3.5 SECURITY SPECIFICATIONS

3.5.1 SOLUTION HOSTED ON STATE INFRASTRUCTURE

Vendors must provide a Vendor Readiness Assessment Report – State-Hosted Solutions with their offer. See https://it.nc.gov/documents/vendor-readiness-assessment-report

The Solution will be required to receive and securely manage data that is classified as internal risk. Refer to the North Carolina Statewide Data Classification and Handling policy for more information: https://it.nc.gov/document/statewide-data-classification-and-handling-policy

To comply with the State’s security standards and policies, State agencies are required to perform annual security/risk assessments on their information systems using NIST 800-53 controls.

3.5.2 SOLUTION NOT HOSTED ON STATE INFRASTRUCTURE - Reserved.

3.6 ENTERPRISE ARCHITECTURE SPECIFICATIONS

3.6.1 ARCHITECTURE DIAGRAMS

The State utilizes architecture diagrams to better understand the design and technologies of a proposed Solution. The two (2) diagrams are Network Architecture and Technology Stack. Details on these diagrams can be found at https://it.nc.gov/resources/statewide-it-procurement/vendor-engagement-resources#Tab-Architecture-1192 https://it.nc.gov/documents/vendor-readiness-assessment-report https://it.nc.gov/document/statewide-data-classification-and-handling-policy https://it.nc.gov/document/statewide-data-classification-and-handling-policy https://it.nc.gov/resources/statewide-it-procurement/vendor-engagement-resources#Tab-Architecture-1192 https://it.nc.gov/resources/statewide-it-procurement/vendor-engagement-resources#Tab-Architecture-1192

The provision of these two (2) diagrams is a preferred at offer submission. If they are not supplied at that time, the State will ask for them again and if they are not supplied within one

(1) calendar week, the Vendor’s offer will be considered non-responsive and will not be evaluated.

There may be additional architectural diagrams requested of the Vendor after contract award. This will be communicated to the Vendor by the Agency as needed during the project.

3.6.2 SOLUTION ROADMAP

A Solution Roadmap defines the vision and strategic elements of the Solution and is a plan of action for how the Solution will evolve over time.

Describe the roadmap for your Solution including, at a minimum:

• Vision for the Solution

• Release strategies and high-level functionality for each release into the production environment

• High-level timeline

• How customer feedback is collected and incorporated into Solution enhancements

• Scalability plan

• Technical architecture

Describe the solution roadmap for your product. Include content on release strategies for functionality, roadmap for technical architecture, how scalability of solution is planned.

3.6.3 IDENTITY AND ACCESS MANAGEMENT

The proposed Solution must externalize identity and access management. Describe how your Solution supports the State’s Identity and Access Management protocols and makes them available for application integration/consumption:

https://it.nc.gov/services/vendor-engagement-resources#Tab IdentityAccessManagement-

3.6.4 INTEGRATION APPROACH

Describe your Solution’s capabilities in interoperating with other solutions. Identify the standards supported, integrations platforms, adaptors, APIs, and the like.

3.6.5 DISASTER RECOVERY AND BUSINESS CONTINUITY

Describe the proposed Solution capabilities related to the following areas:

Disaster Recovery Plan (DRP) – describe how proposed solution supports Recovery Point Objectives (RPO) and Recovery Time Objectives (RTO) metrics.

System Backup – describe backup plan capabilities.

Disaster Recovery Testing – describe the frequency and test procedures for end-to-end disaster recovery testing.

https://it.nc.gov/services/vendor-engagement-resources#Tab%20IdentityAccessManagement-1241 https://it.nc.gov/services/vendor-engagement-resources#Tab%20IdentityAccessManagement-1241

Business Continuity Plan (BCP) – describe capabilities proposed solution can provide in support of agency’s continuity of operations and incident responses.

3.6.6 DATA MIGRATION

Describe your approach for data conversion and/or data migration to load current data into the proposed Solution.

3.6.7 APPLICATION MANAGEMENT

Describe how the proposed solution monitors and reports the metrics on system performance.

Describe how the proposed solution manages user administration.

Describe the audit capabilities of proposed solution related to management of the application.

3.6.8 ACCESSIBILITY

Describe how the proposed Solution complies with industry accessibility standards.

Provide product documentation that demonstrates how the proposed solution is digitally accessible or if not fully accessible, provide the roadmap with timeline for remediation.

Standards include:

• State of North Carolina Digital Accessibility & Usability Standard

• W3C Web Accessibility Initiative - Web Content Accessibility Guidelines (WCAG) 2.1:

https://www.w3.org/TR/WCAG21/

• Section 508: https://www.section508.gov/

• Voluntary Product Accessibility Template (VPAT®):

https://www.itic.org/policy/accessibility/vpat

ENTERPRISE, SERVICES, AND STANDARDS

Agencies and vendors should refer to the Vendor Resources Page for information on North Carolina Department of Information Technology regarding architecture, security, strategy, data, digital, identity and access management and other general information on doing business with state IT process.

The Vendor Resources Page found at https://it.nc.gov/vendor-engagement-resources. This site provides Vendors with statewide information and links referenced throughout the solicitation. Agencies may request additional information.

3.7 PRODUCT RECALL

The Vendor assumes full responsibility for prompt notification of both the contract administrator and purchaser of any product recall in accordance with the applicable state and federal regulations.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fit.nc.gov%2Fdocuments%2Fdigital-accessibility-usability-standard%2Fopen&data=05%7C02%7Candrea.pacyna%40nc.gov%7C6ff711c554904ca4fefe08dea07c8d50%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C639124653982102920%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=HoeiBL%2FHUIvvm3mFXH37dt6au5cZMhXaQn2%2FRa7cq3k%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fit.nc.gov%2Fdocuments%2Fdigital-accessibility-usability-standard%2Fopen&data=05%7C02%7Candrea.pacyna%40nc.gov%7C6ff711c554904ca4fefe08dea07c8d50%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C639124653982129428%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=oeGml%2FBan%2FQSTWo8MqssmpzMBvwzpHSpw6av66p4rIA%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.w3.org%2FTR%2FWCAG21%2F&data=05%7C02%7Cstarr.christen%40nc.gov%7C3737b44528934d4e45f508dc3a2fddad%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C638449224463390497%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=e02p3b8aB5KB1xe2s6LB3ksZyRtoo09MCHTXDzO5E6Q%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.section508.gov%2F&data=05%7C02%7Cstarr.christen%40nc.gov%7C3737b44528934d4e45f508dc3a2fddad%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C638449224463398992%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=pzgUTV7chyDcngdl6SvQJ3tAIz7RLJvSY02jf8A4SRg%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.itic.org%2Fpolicy%2Faccessibility%2Fvpat&data=05%7C02%7Cstarr.christen%40nc.gov%7C3737b44528934d4e45f508dc3a2fddad%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C638449224463405831%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=5PxuYxDYvzebQ0oJ4qLv%2BXmBS25YhqJa3ms9L3r8c8c%3D&reserved=0 https://it.nc.gov/vendor-engagement-resources

3.8 WARRANTY

The Vendor warrants that all equipment furnished under this IFB will be new, of good material and workmanship. The warranty will be for a minimum period of twelve (12) months from date equipment is put into operation. Such warranty shall cover the cost of all defective parts replacement, labor, freight, and technicians travel at no additional cost to the State.

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

Is the Vendor authorized by the manufacturer to repair equipment offered during the warranty period?

YES NO

Will Vendor provide warranty service?

YES

NO, an authorized third party will perform warranty service

Contact information for warranty service provider:

Company Name: _____________________________________________

Company Address: _____________________________________________

Contact Person: _____________________________________________

Contact Person Phone Number: _____________________________________________

Contact Person Email: _____________________________________________

3.9 MAINTENANCE

The Vendor must offer at least one (1) additional year of annual maintenance for use after the initial one-year warranty period expires. The State may elect to receive approved provider’s then-current maintenance service upon payment of applicable annual maintenance fees, beginning at the end of the warranty period. Maintenance services may be renewed upon written notice by the State prior to the contract anniversary date. Escalation of annual maintenance fees shall not exceed five percent (5%) per year. Any maintenance agreements shall be subject to the terms of this Agreement.

For this period, support must be provided 8:00 am to 5:00 pm Monday through Friday and shall include an 8x5xNext Business Day maximum response time.

For completion by Vendor: The Vendor’s maximum response time to this location after receipt of service call: ________ hours

Describe in detail the items and services to be covered under the extended maintenance:

3.10 CONTRACT TERM

A contract awarded pursuant to this IFB shall have an effective date as provided in the Notice of Award. The term shall be three (3) years and will expire upon the anniversary date of the effective date unless otherwise stated in the Notice of Award or unless terminated earlier.

3.11 DELIVERY

After receipt of the purchase order, the awarded Vendor must deliver all equipment within four (4) months to the following location:

IT Distribution Center 1529 South Blount Street Raleigh NC 27603

If circumstances beyond the control of the Vendor result in a late delivery, it is the responsibility and obligation of the Vendor to notify the Purchasing Agent listed on the purchase order, in writing, immediately upon determining delay of shipment. The written notification should indicate the anticipated delivery date.

4.0 FURNISH AND DELIVER

ITEM # QTY UNIT DESCRIPTION UNIT COST EXTENDED COST

1 5 each

SOTEN Survey Bundle Plus

Includes Basic Bundle Plus, TAITEN Smart Controller, five (5) batteries, multi-charger, extra set of propellers and includes twelve (12) months of software maintenance and support

Year 1 Cost $_________________

Year 2

2 5 each Software Maintenance Renewal Term: Twelve (12) months

Year 3

3 5 each Software Maintenance Renewal Term: Twelve (12) months

Year 2 and Year 3 Cost $_________________

TOTAL THREE-YEAR COST $_________________

OPTIONAL ITEMS

NCDOT may purchase additional SOTEN drones, accessories, and software licenses in Year 2 and/or Year 3 though the quantity of Goods and Services is undetermined at this time.

Please provide the unit cost of the item below.

ITEM # DESCRIPTION UNIT COST

Year 2 SOTEN Survey Bundle Plus Includes Basic Bundle Plus, TAITEN Smart Controller, five (5) batteries, multi-charger, extra set of propellers and includes twelve (12) months of software maintenance and support

ITEM # DESCRIPTION UNIT COST

Year 3 SOTEN Survey Bundle Plus Includes Basic Bundle Plus, TAITEN Smart Controller, five (5) batteries, multi-charger, extra set of propellers and includes twelve (12) months of software maintenance and support

5.0 ADDITIONAL INFORMATION – Reserved.

6.0 NC DEPARTMENT OF INFORMATION TECHNOLOGY INSTRUCTIONS

1) READ, REVIEW AND COMPLY: It shall be the Vendor’s responsibility to read this entire document, review all enclosures and attachments, and comply with all requirements specified herein.

2) DEFINITIONS

• NCDIT: The North Carolina Department of Information Technology

• NCDIT CONVENIENCE CONTRACT: A contract that is used for the procurement of IT goods or

Services. These contracts are in place for the convenience of the State and use of them is optional.

• OPEN MARKET CONTRACT: A contract for the purchase of goods or Services not covered by a term, technical, or convenience contract.

• TERM CONTRACT: A contract in which a source of supply is established for a specified period of time for specified Services or supplies; usually characterized by an estimated or definite minimum quantity, with the possibility of additional requirements beyond the minimum, all at a predetermined unit price.

• THE STATE: The State of North Carolina and its agencies.

• VENDOR: Company, firm, corporation, partnership, individual, etc., submitting a response to a solicitation.

3) PROMPT PAYMENT DISCOUNTS: Vendors are urged to compute all discounts into the price offered. If a prompt payment discount is offered, it will not be considered in the award of the contract except as a factor to aid in resolving cases of identical prices.

4) INFORMATION AND DESCRIPTIVE LITERATURE: Vendor is to furnish all information requested and in the spaces provided in this document. Further, if required elsewhere in this IFB, each Vendor must submit with their offer sketches, descriptive literature and/or complete specifications covering the products offered. Only information that is received in response to this IFB will be evaluated.

Reference to information previously submitted or Internet Website Addresses (URLs) will not satisfy this provision. Offers which do not comply with these requirements will be subject to rejection.

5) RECYCLING AND SOURCE REDUCTION: It is the policy of this State to encourage and promote the purchase of products with recycled content to the extent economically practicable, and to purchase items which are reusable, refillable, repairable, more durable, and less toxic to the extent that the purchase or use is practicable and cost-effective. We also encourage and promote using minimal packaging and the use of recycled/recyclable products in the packaging of commodities purchased. However, no sacrifice in quality of packaging will be acceptable. The company remains responsible for providing packaging that will protect the commodity and contain it for its intended use.

Companies are strongly urged to bring to the attention of the relevant purchasers in the State those products or packaging they offer which have recycled content and that are recyclable.

6) CLARIFICATIONS/INTERPRETATIONS: Any and all questions regarding this document must be addressed to the purchaser named on the cover sheet of this document. Do not contact the user directly. Any and all revisions to this document shall be made only by written addendum from NCDIT.

The Vendor is cautioned that the requirements of this solicitation can be altered only by written addendum and that verbal communications from whatever source are of no effect.

7) ACCEPTANCE AND REJECTION: The State reserves the right to reject any and all offers, to waive any informality in offers and, unless otherwise specified by the Vendor, to accept any item in the offer.

If either a unit price or an extended price is obviously in error and the other is obviously correct, the incorrect price will be disregarded.

8) AWARD OF CONTRACT: Responsive offers will be evaluated and acceptance may be made in accordance with Best Value procurement practices as defined by N.C.G.S. § 143-135.9 and in accordance with N.C.G.S. § 143B-1350(h), which provides that the offer must be in substantial conformity with the specifications herein, and 09 NCAC 06B.0302. Unless otherwise specified by the State or the Vendor, the State reserves the right to accept any item or group of items on a multi-item offer. In addition, on agency specific or term contracts, NCDIT reserves the right to make partial, progressive or multiple awards where it is advantageous to award separately by items; where more than one supplier is needed to provide the contemplated requirements as to quantity, quality, delivery, service, geographical areas; or other factors deemed by NCDIT to be pertinent or peculiar to the purchase in question.

9) SAMPLES: Reserved.

10) MISCELLANEOUS: Masculine pronouns shall be read to include feminine pronouns and the singular of any word or phrase shall be read to include the plural and vice versa.

11) PROTEST PROCEDURES: A Vendor that wants to protest a contract awarded pursuant to this solicitation that is over $25,000.00 must submit a written request to the issuing agency at the address given in this document. This request must be received within fifteen (15) calendar days from the date of the contract award and must contain specific sound reasons and any supporting documentation for the protest. Contract award notices are sent only to those actually awarded contracts and not to every person or firm responding to this solicitation. IFB status and Award notices are posted at https://evp.nc.gov/. All protests will be governed by NCAC Title 9, Department of Information Technology (formerly Office of Information Technology Services), Subchapter 06B Sections .1101 - .1121.

12) VENDOR REGISTRATION AND SOLICITATION NOTIFICATION SYSTEM: Reserved.

13) DIGITAL IMAGING: Reserved.

14) VENDOR REGISTRATION WITH THE SECRETARY OF STATE

Vendors do not have to be registered with the NC Secretary of State to submit an offer; however, in order to receive an award/contract with the State, they must be registered. Registration can be completed at the following website: https://www.sosnc.gov/Guides/launching_a_business

7.0 NC DEPARTMENT OF INFORMATION TECHNOLOGY TERMS AND CONDITIONS

Terms and Conditions Applicable to Goods with Embedded Software and Related Services

1) DEFINITIONS: As used herein

a) Deliverable/Product Warranties shall mean and include the warranties provided for products or deliverables licensed to the State in Paragraphs 7 and 8, and included in Paragraph 29 c) of these Terms and Conditions unless superseded by a Vendor’s Warranties pursuant to the Vendor’s License or Support Agreements.

b) Purchasing State Agency or Agency shall mean the Agency purchasing the goods or Services.

c) Services shall mean the duties and obligations accepted by the Vendor to carry out the requirements, and meet the specifications, of this procurement.

d) State shall mean the State of North Carolina, the NC Department of Information Technology as an Agency or in its capacity as the Award Authority.

2) STANDARDS: Manufactured items and/or fabricated assemblies comprising Deliverables shall meet all requirements of the Occupational Safety and Health Act (OSHA), and State and federal requirements relating to clean air and water pollution, if applicable. The Vendor will provide and maintain a quality assurance system or program that includes any Deliverables and will tender to the State only those Deliverables that have been inspected and found to conform to the requirements of this Contract. All manufactured items and/or fabricated assemblies comprising Deliverables are subject to operation, certification or inspection, and accessibility requirements as required:

by State or federal Regulation, by the Chief Information Officer’s (CIO) policy or regulation, or acceptance with appropriate standards of operations or uses of said Deliverables as may be shown by identification markings or other means of the appropriate certifying standards organization.

a) Site Preparation: Vendors shall provide the Purchasing State Agency complete site requirement specifications for the Deliverables, if any. These specifications shall ensure that the Deliverables https://www.sosnc.gov/Guides/launching_a_business to be installed shall operate properly and efficiently within the site environment. The Vendor shall advise the State of any site requirements for any Deliverables required by the State’s specifications. Any alterations or modification in site preparation which are directly attributable to incomplete or erroneous specifications provided by the Vendor, and which would involve additional expenses to the State, shall be made at the expense of the Vendor.

b) Goods Return: Deliverables and any other goods or materials furnished by the Vendor to fulfill technical requirements shall be in good working order and be maintained in good working order by Vendor for the duration of the Contract unless otherwise provided in a separate maintenance agreement or in the Solicitation Documents. Deliverables failing to meet the State’s technical requirements shall be considered non-conforming goods and subject to return to the Vendor for replacement at the State’s option, and at the Vendor’s expense. The State is responsible for the return costs related to the termination of a Contract including deinstallation, and freight to destinations within the Continental United States except in the case of default by the Vendor or delivery of non-conforming goods by the Vendor. Shipping or freight charges, if any, paid by the State for non-conforming goods will be reimbursed to the State.

c) Specifications: The apparent silence of the specifications as to any detail, or the apparent omission of detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail and only material and workmanship of the first quality may be used. Upon any notice of noncompliance provided by the State, the Vendor shall supply proof of compliance with the specifications. The Vendor must provide written notice of its intent to deliver alternate or substitute products, goods or Deliverables. Alternate or substitute products, goods or Deliverables may be accepted or rejected in the sole discretion of the State; and any such alternates or substitutes must be accompanied by the Vendor’s certification and evidence satisfactory to the State that the function, characteristics, performance and endurance will be equal or superior to the original Deliverables specified.

3) WARRANTIES: The Vendor shall assign all applicable third-party warranties for Deliverables to the

Purchasing State Agency.

4) PERSONNEL: The Vendor shall not substitute key personnel assigned to the performance of this Contract without prior written approval by the Agency Contract Administrator with the exception of events outside of the Vendor’s control such as key personnel death, injury, illness, or termination of employment. Any desired substitution shall be noticed to the Agency’s Contract Administrator accompanied by the names and references of the Vendor’s recommended substitute personnel. The Agency will approve or disapprove the requested substitution in a timely manner. The Agency may, in its sole discretion, terminate the Services of any person providing Services under this Contract.

Upon such termination, the Agency may request acceptable substitute personnel or terminate the contract Services provided by such personnel.

a) Vendor personnel shall perform their duties on the premises of the State, during the State’s regular work days and normal work hours except as may be specifically agreed otherwise, established in the specification, or statement of work.

b) This Contract shall not prevent the Vendor or any of its personnel supplied under this Contract from performing similar Services elsewhere or restrict Vendor from using the personnel provided to the State, provided that such use does not conflict with:

i) the terms, specifications or any amendments to this Contract;

ii) any procurement law, regulation or policy; or

iii) any non-disclosure agreement, or term thereof, by and between the State and the Vendor or the Vendor’s personnel.

5) SUBCONTRACTING: The Vendor may subcontract the performance of required Services with other Vendors or third parties, or change subcontractors, only with the prior written consent of the contracting authority. The Vendor shall provide the State with complete copies of any agreements made by and between Vendor and all subcontractors. The selected Vendor remains solely responsible for the performance of its subcontractors. Subcontractors, if any, shall adhere to the same standards required of the selected Vendor. Any contracts made by the Vendor with a subcontractor shall include an affirmative statement that the State is an intended third party beneficiary of the contract; that the subcontractor has no agreement with the State and that the State shall be indemnified by the Vendor for any claim presented by the subcontractor. Notwithstanding any other term herein, the Vendor shall timely exercise its contractual remedies against any non-performing subcontractor and, when appropriate, substitute another subcontractor.

6) VENDOR’S REPRESENTATION: The Vendor warrants that qualified personnel will provide Services in a professional manner. “Professional manner” means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the information technology industry. The Vendor agrees that it will not enter any agreement with a third party that might abridge any rights of the State under this Contract. The Vendor will serve as the prime Vendor under this Contract. Should the State approve any subcontractor(s), the Vendor shall be legally responsible for the performance and payment of the subcontractor(s). Names of any third party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents and shall not limit the Vendor’s obligations hereunder. Third party subcontractors, if approved, may serve as subcontractors to the Vendor. The Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s).

a) Intellectual Property. The Vendor has the right to provide the Services and Deliverables without violating or infringing any law, rule, regulation, copyright, patent, trade secret or other proprietary right of any third party. The Vendor represents that its Services and Deliverables are not the subject of any actual or threatened actions arising from, or alleged under, any intellectual property rights of any third party.

b) Inherent Services. If any Services, Deliverables, functions, or responsibilities not specifically described in this Contract are required for the Vendor’s proper performance, provision and delivery of the Service and Deliverables pursuant to this Contract, or are an inherent part of or necessary sub-task included within the 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 in the Contract, the Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and Deliverables.

c) The Vendor warrants that it has the financial capacity to perform and to continue perform its obligations under the Contract; that the Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against the 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.

d) Warranty as to Equipment; Hardware. The Vendor warrants that the equipment and hardware that it provides pursuant to this Contract shall be free from defects in materials, in good working order and be maintained in good working order.

7) SOFTWARE LICENSE (for internal embedded software, firmware and unless otherwise provided in the State’s solicitation document, or in an attachment hereto): Deliverables comprising goods, equipment or products (hardware) may contain software for internal operation, or as embedded software or firmware that is generally not sold or licensed as a severable software product. Software may be provided on separate media, such as floppy diskettes or CD-ROM, or may be included within the hardware at or prior to delivery. Such software is proprietary, copyrighted, and may also contain valuable trade secrets and may be protected by patents. The Vendor grants the State a license to use the Code (or any replacement provided) on, or in conjunction with, only the Deliverables purchased or with any system identified in the solicitation documents. The State shall have a worldwide, non-exclusive, non-sublicensable license to use such software and/or documentation for its internal use. The State may make and install copies of the software to support the authorized level of use provided, however, that if the hardware is inoperable, the software may be copied for temporary use on other hardware. The State shall promptly affix to any such copy the same proprietary and copyright notices affixed to the original. The State may make one copy of the software for archival, back-up or disaster recovery purposes. The license set forth in this Paragraph shall terminate immediately upon the State’s discontinuance of the use of the equipment on which the software is installed. The software may be transferred to another party only with the transfer of the hardware. If the hardware is transferred, the State shall (i) destroy all software copies made by the State; (ii) deliver the original or any replacement copies of the software to the transferee; and (iii) notify the transferee that title and ownership of the software and the applicable patent, trademark, copyright, and other intellectual property rights shall remain with the Vendor or the Vendor’s licensors.

The State shall not disassemble, decompile, reverse engineer, modify, or prepare derivative works of the embedded software, unless permitted under the solicitation documents.

8) MAINTENANCE/SUPPORT SERVICES: Unless otherwise mutually provided herein, for the first year after the expiration of any warranty coverage (and for all subsequent Contract years, for which Support is purchased), the Vendor agrees to provide the following Support Services for the Hardware and any Software provided with the Deliverables for any years in which the applicable support fees are paid, which may be more particularly described, e.g., under…