Janitorial Services - Cox Dorm_ Milsap Dorm and Crockett-Peeler Building.pdf

STATE OF NORTH CAROLINA

Department of Health and Human Services

Office of Procurement, Contracts and Grants

Janitorial Services - Cox Dorm, Milsap Dorm and Crockett-Peeler Building

Invitation for Bid #: 30-26360-DSB

Mandatory Site Visit

Date of Issue: June 25, 2026

Bid Opening Date: July 17, 2026

At 2:00 PM ET

Direct all inquiries concerning this IFB to:

Amanda Kerstetter

Procurement Specialist II

Amanda.Kerstetter@dhhs.nc.gov

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Invitation for Bid #

30-26360-DSB

For internal State agency processing, including tabulation of bids, provide your company’s eVP (Electronic Vendor

Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

This page shall be filled out and returned with your bid.

Failure to do so may subject your bid to rejection.

Vendor Name

Vendor eVP#

Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered

Vendor in good standing. You must enter the Vendor number assigned through eVP (Electronic Vendor

Portal). If you do not have a Vendor number, register at https://evp.nc.gov/SignIn https://evp.nc.gov/SignIn

Bid Number: 30-26360-DSB Vendor: __________________________________________

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Refer ALL Inquiries regarding this IFB to the procurement lead through the Message Board in the Sourcing Tool. See section 2.6 for details:

Amanda Kerstetter@dhhs.nc.gov

Invitation for Bid No.: 30-26360-DSB

Bids will be publicly opened: July 17, 2026, at 2:00 PM ET

Using Agency: Division of Services for the Blind Commodity No. and Description: 761115 - General building and office cleaning and maintenance services Requisition No.: RQ283686

EXECUTION

In compliance with this Invitation for Bid (IFB), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.

By executing this bid, the undersigned Vendor understands that false certification is a Class I felony and certifies that:

▪ this bid is submitted competitively and without collusion (G.S. 143-54),

▪ none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and

▪ it is not an ineligible Vendor as set forth in G.S. 143-59.1.

Furthermore, by executing this bid, the undersigned certifies to the best of Vendor’s knowledge and belief, that:

▪ it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency.

As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its Sub-Contractors for any Contract awarded as a result of this IFB, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.

As required by Executive Order 24 (2017), the undersigned Vendor certifies will comply with all Federal and State requirements concerning fair employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of any Contract arising from this solicitation.

G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of this response to the IFB, the undersigned certifies, for Vendor’s entire organization and its employees or agents, that Vendor is not aware that any such gift has been offered, accepted, or promised by any employees of your organization.

By executing this bid, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL

TERMS AND CONDITIONS incorporated herein. These documents can be accessed from the Ariba Sourcing Tool.

Failure to execute/sign bid prior to submittal may render bid invalid and it MAY BE REJECTED. Late bids shall not be accepted.

COMPLETE/FORMAL NAME OF VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:

VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL:

Office of Procurement, Contracts and Grants

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VALIDITY PERIOD

Offer shall be valid for at least sixty (60) days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual agreement of the parties in writing. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this

IFB.

ACCEPTANCE OF BIDS

If your bid is accepted, all provisions of this IFB, along with the written results of any negotiations, shall constitute the written agreement between the parties (“Contract”). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply.

Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.

FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on

The attached certification, by ____________________________________________________________________.

(Authorized Representative of Division of Services for the Blind)

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Contents

1.0 PURPOSE AND BACKGROUND

1.1 CONTRACT TERM

2.0 GENERAL INFORMATION

2.1 INVITATION FOR BID DOCUMENT

2.2 E-PROCUREMENT FEE

2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS

2.4 IFB SCHEDULE

2.5 MANDATORY SITE VISIT

2.6 BID QUESTIONS

2.7 BID SUBMITTAL

2.8 BID CONTENTS

2.9 ALTERNATE BIDS

2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND BID EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 BID EVALUATION PROCESS

3.4 PERFORMANCE OUTSIDE THE UNITED STATES

3.5 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 PRICING

4.2 HUB PARTICIPATION

4.3 BACKGROUND CHECKS

4.4 PERSONNEL

4.5 VENDOR’S REPRESENTATIONS

4.6 AGENCY INSURANCE REQUIREMENTS MODIFICATION

4.7 SUBCONTRACTORS

4.8 SECRETARY OF STATE REGISTRATION

5.0 SPECIFICATIONS AND SCOPE OF WORK

5.1 SPECIFICATIONS

5.2 SECURITY AND BUILDING ACCESS

5.3 STORAGE

5.4 SAFETY LABELS AND REGULATIONS

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5.5 VENDOR EQUIPMENT AND SUPPLIES

5.6 CERTIFICATION AND SAFETY LABELS

5.7 DEVIATIONS

6.0 CONTRACT ADMINISTRATION

6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

6.2 INVOICES

6.3 POST AWARD BUSINESS REVIEW MEETINGS

6.4 CONTINUOUS IMPROVEMENT

6.5 ACCEPTANCE OF WORK

6.6 FAITHFUL PERFORMANCE

6.7 TRANSITION ASSISTANCE

6.8 DISPUTE RESOLUTION

6.9 CONTRACT CHANGES

ATTACHMENT A: PRICING

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1.0 PURPOSE AND BACKGROUND

The intent of this solicitation is to award an Agency Specific Contract with a vendor for Janitorial Services per the stated bid specifications described herein for the Department of Health and Human Services (NC DHHS), Division of Services for the Blind

(DSB), Governor Morehead School (GMS) Campus Career and Training Center and Dorms.

The intent of this solicitation is to award an Agency Specific Contract.

1.1 CONTRACT TERM

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

The Vendor shall begin work under the Contract within three (3) business days of the Effective Date.

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

Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto.

2.0 GENERAL INFORMATION

2.1 INVITATION FOR BID DOCUMENT

This IFB is comprised of the base IFB document, any attachments, and any addenda released before Contract award, which are incorporated herein by reference.

2.2 E-PROCUREMENT FEE

ATTENTION: This is an NC eProcurement solicitation facilitated by the Ariba Network. The E-Procurement fee may apply to this solicitation. See the paragraph entitled ELECTRONIC PROCUREMENT of the North Carolina General Terms and

Conditions.

General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/.

2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS

It shall be the Vendor’s responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions, all relevant exhibits and attachments, and any other components made a part of this IFB and comply with all requirements and specifications herein. Vendors are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this IFB.

If Vendors have questions or issues regarding any component of this IFB, those must be submitted as questions in accordance with the instructions in the BID QUESTIONS Section. If the State determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an IFB addendum. The State may also elect to leave open the possibility for later negotiation of specific provisions of the Contract that have been addressed during the question-and-answer period, prior to contract award.

Other than through the process of negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s bid or otherwise. This applies to any language appearing in or attached to the document as part of the Vendor’s bid that purports to vary any terms and conditions or Vendors’ instructions herein or to render the bid non-binding or subject to further negotiation. Vendor’s bid shall constitute a firm offer that shall be held open for the period required herein (“Validity Period” above).

http://eprocurement.nc.gov/

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The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this IFB

Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon during negotiations and incorporated by way of a Best and Final Offer (BAFO). Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s bid as nonresponsive.

2.4 IFB SCHEDULE

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

Event Responsibility Date and Time

Issue IFB State June 25, 2026

Mandatory Site Visit State July 08, 2026, at 9:00 AM ET

Submit Written

Questions

Vendor July 09, 2026, at 4:00 PM ET

Provide Response to

Questions

State July 10, 2026

Submit Bids Vendor July 17, 2026, at 2:00 PM ET

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/287728092969972?p=cGvvZFTaPsBm49fPf3

Meeting ID: 287 728 092 969 972

Passcode: Qt7AS7dJ

Need help? | System reference

Dial in by phone

+1 984-204-1487,,466871585# United States, Raleigh

Find a local number

Phone conference ID: 466 871 585#

Join on a video conferencing device

Tenant key: ncgov@m.webex.com

Video ID: 116 840 912 8

More info

Contract Award State TBD

2.5 MANDATORY SITE VISIT

Mandatory Site Visit

Date: July 08, 2026

Time: 9:00 AM ET

Location: NC Division of Services for the Blind

305 Ashe Avenue

Raleigh, NC 27606

Contact #: Sheldon Bradberry – 984-236-7094 Email: Sheldon Bradberry https://teams.microsoft.com/meet/287728092969972?p=cGvvZFTaPsBm49fPf3 https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDNiNWRiMDEtMTJhOS00ZGFhLTkxYjctNGNlY2Q1MjEyZGVj%40thread.v2/0?context=%7b%22Tid%22%3a%227a7681dc-b9d0-449a-85c3-ecc26cd7ed19%22%2c%22Oid%22%3a%223881eaa9-63a6-4b3b-a2b8-e42290f15e88%22%7d tel:+19842041487,,466871585 https://dialin.teams.cloud.microsoft/c102d528-0544-4660-b869-294e85047e28?id=466871585 https://www.webex.com/msteams?confid=1168409128&tenantkey=ncgov&domain=m.webex.com

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Instructions: It shall be MANDATORY that a representative from each Vendor be present for a pre-bid site visit. Attendees must arrive promptly. All attendees must sign in upon arrival and clearly indicate each prospective Vendor represented on the sign in sheet. LATE ARRIVALS WILL NOT BE ALLOWED TO SIGN IN OR PARTICIPATE IN THE SITE VISIT NOR SHALL THEIR BID BE

CONSIDERED. Once the sign-in process is complete, all other persons wishing to attend may do so to the extent that space and circumstances allow.

FAILURE TO ATTEND THE MANDATORY SITE VISIT SHALL RESULT IN VENDOR’S BID BEING DEEMED NON-RESPONSIVE AND

NOT CONSIDERED FOR AWARD.

The purpose of this visit is for all prospective Vendors to apprise themselves of the conditions and requirements which will affect the performance of the work called for by this IFB. Vendors must stay for the duration of the site visit [or conference].

No allowances will be made for unreported conditions that a prudent Vendor would recognize as affecting the work called for or implied by this IFB.

Vendors are cautioned that any information released to attendees during the site visit [or conference], other than that involving the physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this IFB, must be confirmed by written addendum before it can be considered to be a part of this IFB and any resulting contract.

2.6 BID QUESTIONS

Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the best bid possible. To accommodate the Bid Questions process, Vendors shall submit any such questions by the “Submit Written

Questions” date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum.

Questions related to the content of the solicitation, or the procurement process should be directed to the person on the title page of this document via the Sourcing Tool's message board by the date and time specified in the IFB SCHEDULE Section of this IFB. Vendors will enter “IFB # 30-26360-DSB – Questions” as the subject of the message. Question submittals should include a reference to the applicable IFB section. This is the only manner in which questions will be received.

Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at

888-211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM ET to 5:00 PM ET.

Questions received prior to the submission deadline date, the State’s response, and any additional terms deemed necessary by the State will be posted in the Sourcing Tool in the form of an addendum and shall become an Addendum to this IFB. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this IFB, shall be considered authoritative or binding. Vendors shall rely only on written material contained in the IFB and an addendum to this IFB.

2.7 BID SUBMITTAL

IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will not be opened or considered, and will be automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to unintended or unanticipated delay. It is the Vendor’s sole responsibility to ensure its bid has been received as described in this IFB by the specified time and date of opening. Failure to submit a bid in strict accordance with instructions provided shall constitute sufficient cause to reject a Vendor’s bids(s). Solicitation responses are subject to Sealed Bidding requirements.

Vendor’s bids for this procurement must be submitted through the Sourcing Tool. For training on how to use the Sourcing Tool to view solicitations, submit questions, develop responses, upload documents, and submit offers to the State, Vendors should go to the following site: https://eprocurement.nc.gov/training/vendor-training

Questions or issues related to using the Sourcing Tool itself can be directed to the North Carolina eProcurement Help Desk at

888-211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM EST to 5:00 PM EST.

Tips for Using the Sourcing Tool https://eprocurement.nc.gov/training/vendor-training

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1. Vendors should review available training and confirm that they are able to access the Sourcing Event, enter responses, and upload files well in advance of the date and time response are due to allow sufficient time to seek assistance from the North Carolina eProcurement Help Desk.

2. Vendors may submit their responses early to make sure there are no issues and then submit a revised response any time prior to the response due date and time. The State will only review the most recent response.

3. Vendors should respond to all relevant sections of the Sourcing Event. Certain questions or items are required in order to submit a response and are denoted with an asterisk. The Sourcing Tool will not allow a response to be submitted unless all required items are completed. The Sourcing Tool will provide error messages to help identify any required information that is missing when response is submitted.

4. Simply saving your response in the Sourcing Tool is not the same as submitting your response to the State. Vendors should make sure they complete the submission process and receive a message that their response was successfully submitted.

5. Only Bids submitted through the Content Section of the Ariba Sourcing Event will be considered. Bids submitted through the Message Board will not be accepted or considered for award.

If confidential and proprietary information is included in the bid, also submit one (1) signed, REDACTED copy of the bid.

Such information may include trade secrets defined by N.C. Gen. Stat. § 66-152 and other information exempted from the Public Records Act pursuant to N.C. Gen. Stat. §132- 1.2. Vendor may designate information, Products, Services, or appropriate portions of its response as confidential, consistent with and to the extent permitted under the statutes and rules set forth above. By so redacting any page, or portion of a page, the Vendor warrants that it has formed a good faith opinion, having received such necessary or proper review by counsel and other knowledgeable advisors, that the portions determined to be confidential and proprietary and redacted as such, meet the requirements of the Rules and Statutes set forth above. However, under no circumstances shall price information be designated as confidential.

If the Vendor does not provide a redacted version of the bid with its bid submission, the Department may release an unredacted version if a record request is received.

2.8 BID CONTENTS

Vendors shall provide responses to all questions and complete all attachments for this IFB that require the Vendor to provide information and upload them to the Sourcing Event in the Sourcing Tool. Vendor may not be able to submit its response in the

Sourcing Tool unless all required items are addressed. Vendors shall provide authorized signatures where requested. Failure to provide all required items, or Vendor’s submission of incomplete items, may result in the State rejecting Vendor’s bid, in the

State’s sole discretion.

Vendors shall upload the following items and attachments in the Sourcing Tool:

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

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

c) Vendor’s Response [4.8, 6.1]

d) Completed version of ATTACHMENT A: PRICING

e) Completed and signed version of ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION

f) Completed and signed version of ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR

2.9 ALTERNATE BIDS

Unless provided otherwise in this IFB, Vendor may submit alternate bids for comparable Goods, various methods or levels of

Service(s), or that propose different options. Alternate bid must specifically identify the IFB requirements and advantage(s) addressed by the alternate bid. Each bid must be for a specific set of Goods and Services and must include specific pricing. If a

Vendor chooses to respond with various offerings, Vendor shall follow the specific instructions for uploading Alternate Bids in the Sourcing Tool.

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2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

Relevant definitions for this IFB are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found in the Sourcing

Tool, which are incorporated herein by this reference.

The following definitions, acronyms, and abbreviations are also relevant to this IFB:

a) CONSUMERS: Blind, visually impaired or deaf-blind citizens

b) DORMS: Consumers living in quarters

c) GOVERNOR MOREHEAD SCHOOL (GMS): School for education and support services for the blind or visually impaired persons located in Raleigh, North Carolina

d) DSB: Division of Services for the Blind

3.0 METHOD OF AWARD AND BID EVALUATION PROCESS

3.1 METHOD OF AWARD

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

1) Price

2) General Reputation and performance capabilities of bidder

3) Conformity with the intent of specification herein

4) Conformity with terms and conditions of this invitation for bid

5) References

6) Years of Experience

7) Written Work Plan

All responsive bids will be reviewed, and an award or awards will be based on the responsive bid(s) offering the lowest price that meets the specifications provided herein, to include any required verifications set out here in such as but not limited to past performance, references, and financial documents.

While the intent of this IFB is to award a Contract(s) to a single Vendor, the State reserves the right to make separate awards to different Vendors for one or more line items, to not award one or more line items, or to cancel this IFB in its entirety without awarding a Contract, if it is considered to be most advantageous to the State to do so.

The State reserves the right to waive any minor informality or technicality in bids received.

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

While this IFB is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging in conversations intended to influence the outcome of the evaluation. See Paragraph 29. of the Instructions to

Vendors entitled COMMUNICATOINS BY VENDORS

Each Vendor submitting a bid to this IFB, including its employees, agents, subcontractors, suppliers, subsidiaries and affiliates, is prohibited from having any communications with any person inside or outside the using agency; issuing agency; other government agency office or body (including the procurement lead named above, any department secretary, agency head, members of the General Assembly and Governor’s office); or private entity, if the communication refers to the content of

Vendor’s bid or qualifications, the content of another Vendor’s proposal, another Vendor’s qualifications or ability to perform a resulting contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of proposals, the award of a contract, or both.

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Any Vendor not in compliance with this provision shall be disqualified from evaluation and award. A Vendor’s proposal may be disqualified if its subcontractor and/or supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement until the date of contract award or cancellation of the procurement). Only those discussions, communications or transmittals of information authorized or initiated by the issuing agency for this IFB or inquiries directed to the procurement lead named in this IFB regarding requirements of the IFB (prior to proposal submission) or the status of the award (after submission) are excepted from this provision.

3.3 BID EVALUATION PROCESS

Only responsive submissions will be evaluated.

The State will conduct an evaluation of responsive Bids, as follows:

Bids will be received according to the method stated in the Bid Submittal section above.

All bids must be received by the issuing agency not later than the date and time specified in the IFB SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the State reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the State.

At the date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum, the bids from each responding Vendor will be opened publicly and all offers (except those that have been previously withdrawn, or voided bids) will be tabulated. The tabulation shall be made public at the time it is created. When negotiations after receipt of bids is authorized pursuant to G.S. 143-49 and 01 NCAC 05B.0503, only the names of offerors and the Goods and Services offered shall be tabulated at the time of opening. Cost and price shall become available for public inspection at the time of the award. Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor’s pricing position.

At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the bid. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all bids should be complete and reflect the most favorable terms available from the Vendor. Prices bid cannot be altered or modified as part of a clarification.

Bids will generally be evaluated, based on completeness, content, cost and responsibility of the Vendor to supply the requested Goods and Services. Specific evaluation criteria are listed in Section 3.1 METHOD OF AWARD.

Upon completion of the evaluation process, the State will make Award(s) based on the evaluation and post the award(s) to the electronic Vendor Portal (eVP), https://evp.nc.gov, under the IFB number for this solicitation. Award of a Contract to one Vendor does not mean that the other bids lacked merit, but that, all factors considered, the selected bid was deemed most advantageous and represented the best value to the State.

The State reserves the right to negotiate with one or more Vendors, or to reject all original offers and negotiate with one or more sources of supply that may be capable of satisfying the requirement, and in either case to require Vendor to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the State.

3.4 PERFORMANCE OUTSIDE THE UNITED STATES

Vendor shall complete ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this IFB, the State may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the State:

a) Total cost to the State https://evp.nc.gov/

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b) Level of quality provided by the Vendor

c) Process and performance capability across multiple jurisdictions

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

e) Availability of pertinent skills

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

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

h) Relations with citizens and employees

i) Contract enforcement jurisdictional issues

3.5 INTERPRETATION OF TERMS AND PHRASES

This IFB serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the State; and

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

4.0 REQUIREMENTS

This Section lists the requirements related to this IFB. By submitting a bid, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements, and terms and conditions stated in this IFB. If a Vendor is unclear about a requirement or specification or believes a change to a requirement would allow for the State to receive a better bid, the Vendor is urged to submit these items in the form of a question during the question and answer period in accordance with the Bid Questions Section above.

4.1 PRICING

Bid price shall constitute the total cost to the State for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, transportation, administrative and other similar fees.

Complete ATTACHMENT A: PRICING FORM and upload in the Sourcing Tool. The pricing provided in ATTACHMENT A, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract.

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

4.2 HUB PARTICIPATION

Pursuant to North Carolina General Statute G.S. 143-48, it is State policy to encourage and promote the use of small, minority, physically handicapped, and women contractors in purchasing Goods and Services. As such, this IFB will serve to identify those

Vendors that are minority owned or have a strategic plan to support the State’s Historically Underutilized Business program by meeting or exceeding the goal of 10% utilization of diverse firms as 1st or 2nd tier subcontractors. Vendor shall complete

ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION.

4.3 BACKGROUND CHECKS

Any personnel or agent of Vendor performing Services under any Contract arising from this IFB may be required to undergo a background check at the expense of the Vendor, if so requested by the State.

4.4 PERSONNEL

Vendor warrants that qualified personnel shall provide Services under this Contract 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 industry. Vendor will serve as the prime contractor under this Contract and shall be responsible for

Ver: 11/2025 12 the performance and payment of all subcontractor(s) that may be approved by the State. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s).

Should the Vendor’s bid result in an award, the Vendor shall be required to agree that it will not substitute key personnel assigned to the performance of the Contract without prior written approval by the Contract Lead. Vendor shall further agree that it will notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor’s recommended substitute personnel. The State will approve or disapprove the requested substitution in a timely manner. The State may, in its sole discretion, terminate the Services of any person providing Services under this Contract. Upon such termination, the

State may request acceptable substitute personnel or terminate the contract Services provided by such personnel.

4.5 VENDOR’S REPRESENTATIONS

If Vendor’s bid results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the State under the Contract. If any Services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor’s proper performance, provision and delivery of the Service and deliverables under a resulting Contract, or are an inherent part of or necessary sub-task included within such Service, they will be deemed to be implied by and included within the scope of the Contract to the same extent and in the same manner as if specifically described in the Contract. Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other Deliverables.

4.6 AGENCY INSURANCE REQUIREMENTS MODIFICATION

1. Potential for damage to State property or property of a third party,

2. Potential for bodily injury to State employees or third parties,

3. Whether Vendor will transport State property, clients, or employees,

4. Use of a vehicle to accomplish the work or to travel to or from State locations,

5. Anticipated physical contacts of the Vendor with the State,

6. Anticipated number and activity of Vendor personnel within the State, and

7. Any other unique considerations that could result in harm, bodily injury, or property damage.

A. Default Insurance Coverage from the General Terms and Conditions applicable to this Solicitation:

X Small Purchases

☐ Contract value in excess of the Small Purchase threshold, but up to $1,000,000.00

☐ Contract value in excess of $1,000,000.00

4.7 SUBCONTRACTORS

No portion of the work shall be subcontracted without prior written consent of the State. In the event that the Vendor desires to subcontract some part of the work specified herein, the Vendor shall furnish with their bid the names, qualifications, and experience of their proposed subcontractors. The Vendor shall, however, remain solely and fully liable and responsible for the work done by its subcontractor(s) and shall assure compliance with all the requirements and specifications of the contract.

4.8 SECRETARY OF STATE REGISTRATION

Prior to entering into a contract with the State, the awarded Vendor(s) must complete registration with the NC Secretary of

State. Upon notification of award, the selected Vendor(s) must furnish evidence of filing within 10 business days. Failure to

Ver: 11/2025 13 provide this documentation may result in the disqualification of the Vendor(s) bid from further consideration for the award.

No purchase orders shall be issued prior to confirmation of completed registration with the Secretary of State.

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

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

5.0 SPECIFICATIONS AND SCOPE OF WORK

The following janitorial services are required by Division of Services for the Blind, GMS Campus with three (3) buildings.

(Crockett-Peeler, Cox, and Milsap) occupied by staff and consumers. Cox and Milsap buildings are male and female dorms respectively. A same sex housekeeper is required for the dorms for safety and security purposes. The Crockett-Peeler building is used for consumer training and workshops. Each building has designated times for cleaning services. The selected Vendor will be required to perform the services described therein.

The following specifications are to be considered the minimum acceptable standard for cleaning under this contract. In addition, the Vendor is expected to maintain a standard of cleaning which will minimize complaints from employees working in the building being cleaned. All such complaints should be handled tactfully and quickly to the extent that they are requested for a reasonable level cleaning.

5.1 SPECIFICATIONS

5.1.1 COX BUIDING SPECIFICATIONS AND SERVICES REQUIRED

Location of Service: Division of Services for the Blind

COX BUILDING (MALE DORM)

325 ASHE AVENUE

RALEIGH, NC 27606

*MUST HAVE MALE HOUSEKEEPER*

Square footage: 14,705

Building Specifications:

100% Tile Floors Three (3) Floors Approximately 101 Windows

1st Floor

1 – Common Area/Seating

1 – Bathroom

2 – Bathroom w/Shower

12 – Rooms

2nd Floor

4 – Bathroom w/Shower https://www.sosnc.gov/

Ver: 11/2025 14

15 – Rooms

Basement Floor

2 – Bathroom

8 – Rooms

Locked storage area provided: Yes

Service Days: Monday – Friday (Except State Holidays)

Service Hours: 8 AM – 4 PM; After-Hours Emergency

Suggested Job Site Contact: Sheldon Bradberry / (919) 527-6796

Supplies to be Furnished by Vendor:

Air Freshener Trashcan Liners Hand Soap

Toilet Paper Paper Towels Fold Type Roll Type

Other

CLEANING SERVICE TASK LIST - COX

Task Daily Weekly Monthly Every 6 mos.

Empty all trash cans and replace trash can liners. Include outside trash cans. Sweep and clean patios, ramp and steps of debris. Sweep entrance rugs.

X

Deposit all trash and boxes in available dumpster X

Clean countertops, sink, and floor in kitchen X

Dust all ledges, sills and partitions to keep clean and free of dust

X

Dust and damp wipe all horizontal surfaces X

Vacuum and dust all cloth bottom chairs X

Clean grills on heat and air conditioning ducts and air returns

X

Spot clean all surfaces including entrance areas, glass partitions and patios.

X

Damp wipe and polish all chrome surfaces X

Clean and shine all chrome fixtures including drinking fountains and molding

X

Wash and dry all interior and exterior glass

Dust all Venetian blinds

X

Wash and dry all Venetian blinds

Blinds must be removed from windows

X

Vacuum all carpeted floors X

Shampoo all carpet

Sweep all uncarpeted floors.

Use damp mop as required.

X

Ver: 11/2025 15

Scrub all tile and linoleum floors with soap and water and rinse buff as appropriate to keep floor clean and shiny

X

Completely sweep, strip, re wax and buff all tile and linoleum floors

X

Sweep bathroom floors. Wet mop with disinfectant cleaners and rinse to keep floors clean and sanitary.

X

Clean all bathroom sinks X

Replenish all bathroom supplies. (Paper products and hand soap to be supplied by cleaning company)

X

Maintain solid or liquid deodorizing agent or air freshener in all bathrooms

X

Thoroughly wash all restroom walls and partitions X

Wash and sanitize shower stalls, shower chairs, toilet seats and urinals in bathrooms

X

Deodorize and disinfect all traps, drains, toilets, and urinals in bathrooms

Scrub tile and grout in bathrooms and showers X

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5.1.2 MILSAP BUILDING SPECIFICATIONS AND SERVICES REQUIRED

Location of Service: Division of Services for the Blind

MILSAP BUILDING (FEMALE DORM)

327 ASHE AVENUE

RALEIGH, NC 27606

*MUST HAVE FEMALE HOUSEKEEPER*

Square footage: 10,638

Building Specifications:

100% Tile Floors

Three (3) Floors

Approximately 83 Windows

3 – Bathroom w/Shower

6 – Rooms

2nd Floor

3 – Bathroom w/Shower

10 – Rooms

1 – Bathroom

5 – Rooms

Locked storage area provided: Yes

Service Days: Monday – Friday (Except State Holidays)

Service Hours: 8 AM – 4 PM; After-Hours Emergency

After Hours emergencies examples include assisting with pipe damages and cleaning facility in order to operate the next day. Cleaning due to water damage, fire & smoke damage and vandalism.

by Vendor:

Air Freshener Trashcan Liners Hand Soap

Ver: 11/2025 19

CLEANING SERVICE TASK LIST - MILSAP Daily Weekly Monthly Every 6 mos.

Empty all trash cans and replace trash can liners. Include outside trash cans and Doggie Depot. Sweep and clean patios, ramp and steps of debris. Sweep entrance rugs.

X

Deposit all trash and boxes in available dumpster X

Clean countertops, sink, and floor in kitchen X

Dust all ledges, sills and partitions to keep clean and free of dust

X

Dust and damp wipe all horizontal surfaces X

Vacuum and dust all cloth bottom chairs X

Clean grills on heat and air conditioning ducts and air returns

X

Spot clean all surfaces including entrance areas, glass partitions and patios.

X

Damp wipe and polish all chrome surfaces X

Clean and shine all chrome fixtures including drinking fountains and molding

X

Wash and dry all interior and exterior glass

Dust all Venetian blinds

X

Wash and dry all Venetian blinds

Blinds must be removed from windows

X

Vacuum all carpeted floors

Shampoo all carpet

Sweep all uncarpeted floors.

Use damp mop as required.

X

Scrub all tile and linoleum floors with soap and water and rinse buff as appropriate to keep floor clean and shiny

X

Completely sweep, strip, re wax and buff all tile and linoleum floors

X

Sweep bathroom floors. Wet mop with disinfectant cleaners and rinse to keep floors clean and sanitary.

X

Clean all bathroom sinks X

Replenish all bathroom supplies. (Paper products and hand soap to be supplied by cleaning company)

X

Maintain solid or liquid deodorizing agent or air freshener in all bathrooms

Thoroughly wash all restroom walls and partitions X

Ver: 11/2025 20

Wash and sanitize shower stalls, shower chairs, toilet seats and urinals in bathrooms

X

Deodorize and disinfect all traps, drains, toilets, and urinals in bathrooms

Scrub tile and grout in bathrooms and showers X

Ver: 11/2025 21

Ver: 11/2025 22

Milsap Basement Floor Plan

Ver: 11/2025 23

5.1.3 CROCKETT-PEELER BUILDING SPECIFICATIONS AND SERVICES REQUIRED

Location of Service: Division of Services for the Blind

CROCKETT-PEELER BUILDING

305 ASHE AVENUE

RALEIGH, NC 27606

Square footage: 10,995

Building Specifications:

75% Tile Floors

25% Carpet

One ½ Floors

Approximately 77 Windows

3 - Common Area/Seating Areas

4 – Bathrooms

35 – Rooms

3 – Rooms

Locked storage area provided: Yes

Service Days: Monday – Friday (Except State Holidays)

Service Hours: 12 PM – 1 PM Spot Check Bathrooms/Restock Supplies; 4:30 PM Full Service; Emergencies during operating hours such as bathroom issues concerning spills by students, excess kitchen spills that need assistance, areas that need immediate cleaning before resuming normal programming, need for products and water flooding.

by Vendor:

Air Freshener Trashcan Liners Hand Soap

CLEANING SERVICE TASK LIST – CROCKETT-PEELER

Tasks Daily Weekly Monthly Every 6 mos.

Empty all trash cans and replace trash can liners. Include outside trash cans. Sweep and clean patios, ramp and steps of debris. Sweep entrance rugs.

Sweep Classroom floors X

Ver: 11/2025 24

Mop Classroom floors X

Deposit all trash and boxes in available dumpster X

Clean countertops, sink, and floor in kitchen X

Dust all ledges, sills and partitions to keep clean and free of dust

X

Dust and damp wipe all horizontal surfaces X

Vacuum and dust all cloth bottom chairs X

Clean grills on heat and air conditioning ducts and air returns

X

Spot clean all surfaces including entrance areas, glass partitions and patios.

X

Damp wipe and polish all chrome surfaces X

Clean and shine all chrome fixtures including drinking fountains and molding

X

Wash and dry all interior and exterior glass

Dust all Venetian blinds

X

Wash and dry all Venetian blinds

Blinds must be removed from windows

X

Vacuum all carpeted floors X

Shampoo all carpet X

Sweep all uncarpeted floors.

Use damp mop as required.

X

Scrub all tile and linoleum floors with soap and water and rinse buff as appropriate to keep floor clean and shiny

X

Completely sweep, strip, re wax and buff all tile and linoleum floors

X

Sweep bathroom floors. Wet mop with disinfectant cleaners and rinse to keep floors clean and sanitary.

Twice Daily

X

Clean all bathroom sinks. Twice Daily X

Replenish all bathroom supplies. (Paper products and hand soap to be supplied by cleaning company) Twice Daily

X

Maintain solid or liquid deodorizing agent or air freshener in all bathrooms

X

Thoroughly wash all restroom walls and partitions X

Wash and sanitize shower stalls, shower chairs, toilet seats and urinals in bathrooms. Twice Daily

X

Deodorize and disinfect all traps, drains, toilets, and urinals in bathrooms

Ver: 11/2025 25

Ver: 11/2025 26

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5.2 SECURITY AND BUILDING ACCESS

Keys and/or ID Badges for entry into the buildings will be provided by the Division after the award. No deposit will be required;

however, at the time keys are lost or not returned replacement cost for all lock mechanism(s) and all employee key replacements will be made by the award vendor during the contract or contract extension or termination of this contract. Keys or keycards shall not be duplicated by the Vendors, Vendors Subcontractors, and any personnel of their respective companies.

The Vendor, Vendor Subcontractor(s) and all personnel of their respective companies shall, within twenty-four (24) hours after termination of any of its staff, inform the Job Site Contact that the officer, employee, worker, Vendor’s Subcontractors or

Vendors Subcontract’s employee has been terminated. The Vendor shall collect all keys or keycards upon termination of an employee and return such items to the Job Site Contact within this twenty-four (24) hour period.

At the end of the contract, all keys or keycards shall be collected by the Vendor and turned into the Job Site Contact on the last effective date of the contract. The final invoice for this contract shall not be paid until all the keys or keycards are returned and any charges for those not returned have been collected.

The building must be locked or secured at all times. All entrance doors must remain locked during any cleaning process unless the door is in view of the cleaning service employee. The employee is expected to ensure that no unauthorized persons enter the building while any door is unlocked for cleaning purposes.

5.3 STORAGE

The Division will provide the Vendor with sufficient storage space for supplies and equipment. The Division will also provide reasonable security to protect the Vendor from loss of equipment and supplies. The Vendor will keep all janitorial closets, storage rooms and other spaces assigned, clean and orderly at all times.

5.4 SAFETY LABELS AND REGULATIONS

The Vendor will provide a Materials Safety Data Sheet for all products and be posted in each janitorial supply closet. All products must be commercial and listed as EPA approved cleaning products for disinfecting surfaces.

http://www.epa.gov/coronavirus/about-list-n-disinfectants-coronavirus-covid-19-0

5.5 VENDOR EQUIPMENT AND SUPPLIES

Vendor shall furnish all materials, equipment, and supplies, adequate in quantity and of a commercial quality necessary for professionally performing all work in this contract. Equipment and supplies, not meeting specifications shall be removed by the Job Site Contact and shall be replaced by the Vendor at its expense. All equipment shall be in good working order capable of being used as originally intended. NC Division of Services for the Blind shall request replacement of faulty cleaning equipment, and such equipment shall be removed from the space by the Vendor.

NOTE: State employees will not provide or loan equipment necessary for the Vendor to perform services. Vendor’s equipment repairs are the responsibility of the Vendor.

a) Only commercial quality cleaning supplies shall be used.

b) Manufacturers’ directions on refilling of bottles shall be followed. All containers, applicators, and bottles shall be labeled with the product contained therein.

c) Vendor shall supply compatible products for all existing dispensers. This includes, but is not limited to toilet seat cover dispensers, paper towel dispensers, toilet paper dispensers, deodorizer dispensers and hand soap dispensers.

d) Paper towel, toilet paper, and seat covers shall be made from recycled post-consumer content. Paper towel, toilet paper and seat covers shall be of the best quality. Vendor shall choose those that are Process Chlorine Free (PCF) first. If PCF paper towels, toilet paper, and seat covers are not available, then Vendor may choose a product that is Elemental Chlorine Free (ECF). Packaging should be responsible, minimal packaging and/or products sold in bulk. Products that are packaged in materials that are recycled, http://www.epa.gov/coronavirus/about-list-n-disinfectants-coronavirus-covid-19-0

Ver: 11/2025 28 recyclable, and free of toxic metals, fragrances, dyes and inks made from non-renewable…