RFQ 130-WTCC2431403232-26LW Ice Machine Maintenance.pdf

STATE OF NORTH CAROLINA

Wake Technical Community College

Request for Quote #:

130-WTCC2431403232-26LW

Ice Machine Maintenance

Date of Issue: October 8, 2026

Quote Due Date: October 22, 2026 At

2:00 PM ET

Direct all inquiries concerning this RFQ to:

Latasha Wooten

Procurement Specialist II

Email: lwooten1@waketech.edu

Phone: 919-866-5442 mailto:lwooten1@waketech.edu

Request for Quote # 130-WTCC2431403232-26LW

For internal State agency processing, including tabulation of quotes, 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.

Vendor Name

Vendor eVP#

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

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

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

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

Failure to do so may subject your quote to rejection.

https://evp.nc.gov/SignIn

Quote Number: 130-WTCC2431403232-26LW Vendor:

Division of Wake Technical Community College

Refer ALL Inquiries regarding this RFQ to the

Procurement Lead at lwooten1@waketech.edu

Request for Quote #: 130-WTCC2431403232-26LW

Quotes will be opened: October 22, 2026 @2:00 PM EST

Using Agency: Wake Technical Community College Commodity No. and Description: 721518 – Maintenance and repair of commercial and industrial refrigeration systems. Requisition No.: TBD

EXECUTION

In compliance with this Request for Quote (RFQ), 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 quoted, at the prices set opposite each item within the time specified herein.

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

▪ this quote 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 quote, 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 RFQ, 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 WTCC, or from any person seeking to do business with WTCC. By execution of this response to the RFQ, 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 quote, 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 quote prior to submittal may render quote invalid and it MAY BE REJECTED. Late quotes 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:

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VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL:

VALIDITY PERIOD

Offer shall be valid for at least one hundred and twenty (120) days from date of quote 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 RFQ.

ACCEPTANCE OF QUOTES

If your quote is accepted, all provisions of this RFQ, 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 Wake Technical Community College)

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Contents

1.0 PURPOSE AND BACKGROUND

1.1 CONTRACT TERM

2.0 GENERAL INFORMATION

2.1 REQUEST FOR QUOTE DOCUMENT

2.2 E-PROCUREMENT FEE

2.3 NOTICE TO VENDORS REGARDING RFQ TERMS AND CONDITIONS

2.4 RFQ SCHEDULE

2.5 SITE VISIT or PRE-BID CONFERENCE [RESERVED]

2.6 QUOTE QUESTIONS

2.7 QUOTE SUBMITTAL

2.8 QUOTE CONTENTS

2.9 ALTERNATE QUOTES

2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS [RESERVED]

3.0 METHOD OF AWARD AND QUOTE EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 QUOTE EVALUATION PROCESS

3.4 PERFORMANCE OUTSIDE THE UNITED STATES

3.5 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 PRICING

4.2 FINANCIAL STABILITY

4.3 REFERENCES

4.4 BACKGROUND CHECKS

4.5 PERSONNEL

4.6 VENDOR’S REPRESENTATIONS

4.7 AGENCY INSURANCE REQUIREMENTS MODIFICATION

4.8 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS [RESERVED]

4.9 SUBCONTRACTORS

4.10 SECRETARY OF STATE REGISTRATION

5.0 SPECIFICATIONS AND SCOPE OF WORK

5.1 SPECIFICATIONS

5.2 TASKS/DELIVERABLES

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5.3 CERTIFICATION AND SAFETY LABELS

5.4 DEVIATIONS

6.0 CONTRACT ADMINISTRATION

6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

6.2 INVOICES

6.3 POST AWARD BUSINESS REVIEW MEETINGS [RESERVED]

6.4 CONTINUOUS IMPROVEMENT

6.5 PERIODIC REPORTS [RESERVED]

6.6 ACCEPTANCE OF WORK

6.7 FAITHFUL PERFORMANCE [RESERVED]

6.8 TRANSITION ASSISTANCE

6.9 DISPUTE RESOLUTION

6.10 CONTRACT CHANGES

6.11 ATTACHMENTS

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1.0 PURPOSE AND BACKGROUND

Wake Technical Community College is soliciting bids from qualified vendors to provide preventative maintenance, cleaning, inspection, and minor repair services for ice machines located throughout multiple Wake Tech campuses. The College currently maintains approximately thirty-nine (39) ice machines at various educational and administrative facilities across Wake County.

The purpose of this solicitation is to establish a contract for routine preventative maintenance services to ensure the continued safe, efficient, and reliable operation of the College’s ice machines. Services shall include inspection, cleaning, sanitization, preventive maintenance, and recommendations for corrective repairs as needed.

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

1.1 CONTRACT TERM

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

Wake Technical Community College may, at its sole option, extend the Contract for up to two (2) additional one-year renewal terms under the same terms and conditions, subject to the availability of funds and satisfactory vendor performance.

The maximum total Contract term, including all renewal options, shall not exceed three (3) years. Unless renewed in writing, the

Contract shall expire at the end of the initial term or then-current renewal term.

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

2.0 GENERAL INFORMATION

2.1 REQUEST FOR QUOTE DOCUMENT

This RFQ is comprised of the base RFQ 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/.

What is the Ariba Network?

The Ariba Network is a web-based platform that serves as a connection point for buyers and Vendors. Vendors can log in to the

Ariba Network to view purchase orders, respond to electronic requests for quotes, participate in Sourcing Events, and collaborate with buyers on contract documents.

For training on how to use the Sourcing Tool to view solicitations, submit questions, develop responses, upload documents, and submit offers to WTCC, Vendors should go to the following site:

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

2.3 NOTICE TO VENDORS REGARDING RFQ 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 RFQ 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 RFQ.

If Vendors have questions or issues regarding any component of this RFQ, those must be submitted as questions in accordance with the instructions in the QUOTE QUESTIONS Section. If WTCC 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 RFQ addendum. WTCC 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.

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

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

(“Validity Period” above).

WTCC may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this RFQ

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 quote as nonresponsive.

2.4 RFQ SCHEDULE

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

Event Responsibility Date and Time

Issue RFQ WTCC October 8, 2026

Submit Quotes Vendor October 22, 2026

Contract Award WTCC October 22, 2026

2.5 SITE VISIT or PRE-BID CONFERENCE [RESERVED]

2.6 QUOTE QUESTIONS [RESERVED]

2.7 QUOTE SUBMITTAL

IMPORTANT NOTE: This is an absolute requirement. Late quotes, 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 quote has been received as described in this RFQ by the specified time and date of opening. Failure to submit a quote in strict accordance with instructions provided shall constitute sufficient cause to reject a Vendor’s quotes(s).

Vendor’s quotes 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

WTCC, Vendors should go to the following site: https://eprocurement.nc.gov/training/vendor-training

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

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

Tips for Using the Sourcing Tool

1. Vendors should review available training and confirm that they are able to access the Sourcing Event, enter responses, and upload files well in advance of the date and time 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. WTCC 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.

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

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4. Simply saving your response in the Sourcing Tool is not the same as submitting your response to WTCC.

Vendors should make sure they complete the submission process and receive a message that their response was successfully submitted.

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

If confidential and proprietary information is included in the quote, also submit one (1) signed, REDACTED copy of the quote. 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 quote with its quote submission, the Department may release an unredacted version if a record request is received.

2.8 QUOTE CONTENTS

Vendors shall provide responses to all questions and complete all attachments for this RFQ 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 WTCC rejecting Vendor’s quote, in WTCC’s sole discretion.

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

a) Cover Letter, which must contain all of the following: (i) a statement that confirms that the Vendor has read the

RFQ in its entirety, including all links, and all Addenda released in conjunction with the RFQ; (ii) a statement that the Vendor agrees to perform in accordance with the scope of work, requirements, and specifications contained herein; and (iii) Vendor’s agreement to comply with all instructions, terms and conditions, and attachments.

b) Title Page: Include the company name, address, phone number and authorized representative along with the Quote Number.

c) Completed and signed version of all EXECUTION PAGES, along with the body of the RFQ.

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

e) Vendor’s Response.

f) Completed version of ATTACHMENT A: PRICING

g) Completed and signed version of ATTACHMENT D: CUSTOMER REFERENCE FORM

h) Completed and signed version of ATTACHMENT E: LOCATION OF WORKERS UTILIZED BY VENDOR

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

j) Completed and signed version of CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE

AGREEMENTS and OMB STANDARD FORM LLL

2.9 ALTERNATE QUOTES

Unless provided otherwise in this RFQ, Vendor may submit alternate quotes for comparable Goods, various methods or levels of Service(s), or that propose different options. Alternate quote must specifically identify the RFQ requirements and advantage(s) addressed by the alternate quote. Each quote 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

Ver: 07/2026 8 the specific instructions for uploading Alternate Quotes in the Sourcing Tool.

2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS [RESERVED]

3.0 METHOD OF AWARD AND QUOTE EVALUATION PROCESS

3.1 METHOD OF AWARD

North Carolina G.S. 143-52 provides a general list of criteria WTCC 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 WTCC’s best interest.

All responsive bids will be reviewed, and 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 herein such as but not limited to past performance, references, and financial documents.

While the intent of this RFQ is to award a Contract(s) to a single Vendor for all line items, WTCC 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 RFQ in its entirety without awarding a Contract, if it is considered to be most advantageous to WTCC to do so.

WTCC reserves the right to waive any minor informality or technicality in quotes received.

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

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

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

3.3 QUOTE EVALUATION PROCESS

Only responsive submissions will be evaluated.

WTCC will conduct an evaluation of responsive Bids, as follows:

a) Quotes are requested for the items as specified, or item(s) equivalent in design, function, and performance. WTCC reserves the right to reject any quote on the basis of fit, form and/or function, as well as cost.

b) WTCC shall review the responses to this RFQ to confirm that they meet the specifications and requirements. WTCC reserves the right to waive any minor informality or technicality.

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c) For all responses that pass the initial review process, WTCC will review and assess the Vendors’ pricing.

WTCC may request additional formal responses or submissions from any or all Vendors for the purpose of clarification or to amplify the materials presented in any part of the quote. Vendors are cautioned, however, that WTCC is not required to request clarification, and often does not. Therefore, all quotes should be complete and reflect the most favorable terms available from the Vendor. Prices quoted cannot be altered or modified as part of a clarification.

d) Quotes will be evaluated based on the award criteria identified in Section 3.1 METHOD OF AWARD.

Award of a Contract to one Vendor does not mean that the other quotes lacked merit, but that, all factors considered, the selected quote was deemed most advantageous and represented the best value to WTCC.

Vendors are cautioned that this is a request for quote, not a request or an offer to contract, and WTCC 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 WTCC.

3.4 PERFORMANCE OUTSIDE THE UNITED STATES

Vendor shall complete ATTACHMENT E: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this RFQ, WTCC 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 WTCC:

a) Total cost to WTCC

b) Level of quality provided by the Vendor

c) Process and performance capability across multiple jurisdictions

d) Protection of WTCC’s information and intellectual property

e) Availability of pertinent skills

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

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

h) Relations with citizens and employees

i) Contract enforcement jurisdictional issues

3.5 INTERPRETATION OF TERMS AND PHRASES

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

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 quotes should be evaluated or rejected, WTCC will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy WTCC’s needs as described in the RFQ. Except as specifically stated in the RFQ, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in WTCC exercising its discretion to reject a quote in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this RFQ. By submitting a quote, 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

RFQ. If a Vendor is unclear about a requirement or specification or believes a change to a requirement would allow for WTCC to receive a better quote, the Vendor is urged to submit these items in the form of a question during the question-and-answer period in accordance with the Quote Questions Section above.

4.1 PRICING

Quote price shall constitute the total cost to WTCC for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, transportation, administrative and other

Ver: 07/2026 10 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.

4.1.1 Import Tariff Temporary Surcharge

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

4.2 FINANCIAL STABILITY

As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to perform its obligations under the Contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this

Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction.

Each Vendor shall certify it is financially stable by completing ATTACHMENT F: CERTIFICATION OF FINANCIAL

CONDITION. WTCC is requiring this certification to minimize potential issues from contracting with a Vendor that is financially unstable. From the date of the Certification to the expiration of the Contract, the Vendor shall notify WTCC within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this

Certification. The Contract Manager may require annual recertification of the Vendor’s financial stability.

4.3 REFERENCES

Vendor shall upload to the Sourcing Tool at least three (3) references, using ATTACHMENT D: CUSTOMER REFERENCE

FORM, for which it has provided Services of similar size and scope to those proposed herein. References shall not be from the same company or from the soliciting State entity. In addition, Vendor shall provide references for and identify other government contracts it has received, for which your company has provided services of similar size and scope to those proposed herein. WTCC may contact these users to determine whether the Services provided are substantially similar in scope to those proposed herein and whether Vendor’s performance has been satisfactory. The information obtained may be considered in the evaluation of the Quote.

4.4 BACKGROUND CHECKS

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

4.5 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 th e performance and payment of all subcontractor(s) that may be approved by

WTCC. 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).

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Should the Vendor’s quote 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. WTCC will approve or disapprove the requested substitution in a timely manner. WTCC may, in its sole discretion, terminate the Services of any person providing

Services under this Contract. Upon such termination, WTCC may request acceptable substitute personnel or terminate the contract Services provided by such personnel.

4.6 VENDOR’S REPRESENTATIONS

If Vendor’s quote results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of WTCC 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.

4.7 AGENCY INSURANCE REQUIREMENTS MODIFICATION

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

☐ Small Purchases ꭓ 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

4.8 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS [RESERVED]

4.9 SUBCONTRACTORS

No portion of the work shall be subcontracted without prior written consent of WTCC. 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.

4.10 SECRETARY OF STATE REGISTRATION

Prior to entering into a contract with WTCC, the awarded Vendor(s) must complete registration with the NC Secretary of State. Upon notification of award, the selected Vendor(s) must furnish evidence of filing within 10 business days.

Failure to provide this documentation may result in the disqualification of the Vendor(s) bid from further consideration for the award. No purchase orders shall be issued prior to confirmation of completed registration with the Secretary of State.

A contract award under the above-referenced solicitation, and the resulting purchase orders, will produce repeated orders and transactions in North Carolina and will constitute “transacting business” in WTCC, 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

Wake Technical Community College is seeking a qualified vendor to provide Preventative Maintenance (PM), https://www.sosnc.gov/

Ver: 07/2026 12 cleaning, sanitization, inspection, and minor repair services for all ice machines located throughout multiple WTCC campuses and facilities twice a year, in April and October per the manufacturer’s recommendations.

All services will be performed to the highest standard of service, as specified by the standard customary to educational facilities and in accordance with Federal, State and local laws. Following each service visit, the vendor shall provide a written service report detailing maintenance performed, equipment condition, recommended repairs, and any deficiencies requiring corrective action. Any repairs outside the scope of routine preventive maintenance shall require prior authorization from WTCC before work is performed. The Service Provider will be responsible for ensuring that all personnel are familiar with and accomplish the functions and tasks as outlined in the scope of work, in a manner that is consistent with industry best standards.

5.1 SPECIFICATIONS

All services provided by the Service Provider shall be conducted in accordance with the provisions of this scope of work, procedures published by WTCC, and other operational instructions provided to the Service Provider during the term of this agreement. Equipment consists of multiple manufacturers and models located across various WTCC campuses within Wake County. The complete inventory of ice machines, including campus locations, room numbers, manufacturers, model numbers, serial numbers and filter information, is provided in Attachment B – Ice Machine

Inventory and Locations, which is incorporated into this solicitation by reference. The vendor shall perform all maintenance, inspection, cleaning, sanitization, and service activities in accordance with manufacturer recommendations and industry standards.

Service Provider will provide the filters required for PM Services.

5.2 TASKS/DELIVERABLES

Service Provider shall furnish all required water filters. Vendor pricing shall include labor associated with filter replacement during scheduled preventative maintenance visits.

1. WTCC operating hours are defined as Monday through Friday from 8:00am until 5:00pm. Work will be scheduled to minimize the impact to the college’s normal operations. Some work will need to be scheduled during the time that the college is not operating, such as nights, holidays, or weekends. Service Provider is expected to work out service dates/times with each Facility Manager.

2. Service Provider will provide all labor and materials to replace existing equipment with manufacturers recommendations to perform PM services.

3. Service Provider will be responsible for clean up during and after work is completed to also include removal of all debris related to the service.

4. Service Provider will be responsible for repairing any damages relating to work being performed.

5. Service Provider working within WTCC facilities shall be responsible for maintaining a safe working environment.

Service Providers will monitor their work activities to ensure compliance with all applicable federal, state and local regulations.

6. After each service of equipment, a service record will be provided to the Facility Manager of what was performed and recommendations to obtain outside this work scope. Service records shall be in detail of what actions were performed/not performed per manufacturer’s recommendations. Each service provider will indicate how this will be communicated in the work management plan.

7. Primary items for a Preventive Maintenance program are, but not limited to the following:

• Clean and sanitize the water system.

• Clean air filters on air cooled models and change filter if needed.

• Check external filter system and change cartridges at each service.

• Check inlet water valve screen for blockages.

• Conduct bearing and auger inspection on extruded ice machines.

Ver: 07/2026 13

• Conduct visual inspection of components, controls, and wiring for oil spots, loose wires, loose fasteners, corrosion, etc.

• Clean the interior and exterior.

• Check drain in floor and on machine.

• Check temperature of machine.

• All equipment placed such as filters or components shall be dated with install date.

8. Key/Access

• Should there be a need for keys to be assigned, the Facility Manager of service campus/location will be responsible for signing any keys out/in, and they must be returned at the end of each service call. Contractors are not allowed to take any keys off the property.

• Service Provider will coordinate with the Facility Manager of that location to schedule service at least 3 days in advance prior to service being performed.

• WTCC operating hours are defined as Monday through Friday from 8:00am until 5:00pm.

9. Material Specifications/Equipment

• Service Provider will provide all labor, tools, equipment and supplies to perform manufactures requirements for PM services.

• A list of all products the service provider intends to use, along with appropriate Safety Data Sheets are to be provided upon award of contract. WTCC reserves the right to decline any product deemed not to be in its best interest. All chemicals shall be approved for use in educational settings, with an emphasis on environmentally friendly characteristics.

10. Uniforms

• While working at WTCC sites, all contract personnel must be in a neat and clean professional uniform, clearly marked with the contractor’s company name. Ripped or torn clothing is not acceptable.

• Service Provider will follow all OSHA guidelines with clothing and personal protective equipment.

11. Work Management Plan

• A completed, finalized work management plan (to include an organizational chart) will be submitted to Wake Technical Community College for approval with the initial proposal. The plan shall contain enough detail to fully demonstrate adequate execution of a management plan to implement the contract and illustrate how services will be performed at all locations.

• Service Provider shall list out what services will be provided.

12. Facility locations will be provided in Attachment B of where services will be performed.

13. Additional Work From time to time, WTCC may request the Service Provider to complete additional work that is not included within the scope of work of this contract. Examples of additional work may include but are not limited to machine breakdowns.

Quotes shall include labor hours that are required per technician, breakdown of materials used, tax, then grand total of the quote. Once work is completed, an invoice will be submitted to pay with the appropriate Purchase Order number on the invoice.

Below is a list of details that should be shown on quotes for repairs outside the Service/PM contract:

• Estimate should have separate lines for Labor charges and Materials charge.

• Shipping Cost

• Tax Cost

• Total Cost

• Copy of the Certificate of Insurance (COI)

• Machine information to include Model and Serial Number

• Campus location and building

14. Emergency Services

Ver: 07/2026 14

• The Service Provider shall respond to requests for service/assistance when required.

• Emergency services include but are not limited to drainage leaks, no ice etc.

• Emergency services shall be provided within 3 days after the Service Provider has been notified or notices an issue.

5.3 CERTIFICATION AND SAFETY LABELS [RESERVED]

5.4 DEVIATIONS [RESERVED]

6.0 CONTRACT ADMINISTRATION

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

6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

The Vendor shall be required to designate and make available to WTCC a contract manager. The contract manager shall be WTCC’s point of contact for Contract related issues and issues concerning performance, progress review, scheduling, and service.

Contract Manager Point of Contact

Name:

Office Phone #:

Mobile Phone #:

Email:

The Vendor shall be required to designate and make available to WTCC for customer service. The customer service point of contact shall be WTCC’s point of contact for customer service-related issues (define roles and responsibilities).

Customer Service Point of Contact

Name:

Office Phone #:

Mobile Phone #:

Email:

6.2 INVOICES

Vendor shall invoice the Procurement Entity. The standard format for invoicing shall be Single Invoices meaning that the Vendor shall provide the Procurement Entity with an invoice for each order. Invoices shall include detailed information to allow Procurement Entity to verify pricing at point of receipt matches the correct price from the original date of order. The following fields shall be included on all invoices, as relevant:

Vendor’s Billing Address, Customer Account Number, NC Contract Number, Order Date, Buyer’s Order Number, Manufacturer Part Numbers, Vendor Part Numbers, Item Descriptions, Price, Quantity, and Unit of Measure.

Ver: 07/2026 15

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

6.3 POST AWARD BUSINESS REVIEW MEETINGS [RESERVED]

6.4 CONTINUOUS IMPROVEMENT

WTCC encourages the Vendor to identify opportunities to reduce the total cost to WTCC. A continuous improvement effort consists of various ways to enhance business efficiencies as performance progresses.

6.5 PERIODIC REPORTS [RESERVED]

6.6 ACCEPTANCE OF WORK

Performance of the work and/or delivery of Goods shall be conducted and completed at least in accordance with the

Contract requirements and recognized and customarily accepted industry practices. Performance shall be considered complete when the Services or Goods are approved as acceptable by the Contract Manager.

Acceptance of Vendor’s work product shall be based on the following criteria:

WTCC shall have the obligation to notify Vendor, in writing ten (10) calendar days following completion of such work or delivery of a deliverable described in the Contract that it is not acceptable. The notice shall specify in reasonable detail the reason(s) it is unacceptable. Acceptance by WTCC shall not be unreasonably withheld; but may be conditioned or delayed as required for reasonable review, evaluation, installation, or testing, as applicable to the work or deliverable. Final acceptance is expressly conditioned upon completion of all applicable assessment procedures. Should the work or deliverables fail to meet any specifications, acceptance criteria or otherwise fail to conform to the Contract, WTCC may exercise any and all rights hereunder, including, for Goods deliverables, such rights provided by the Uniform Commercial Code, as adopted in North Carolina.

6.7 FAITHFUL PERFORMANCE [RESERVED]

6.8 TRANSITION ASSISTANCE

If a Contract results from this solicitation, and the Contract is not renewed at the end of the last active term, or is canceled prior to its expiration, for any reason, Vendor shall provide transition assistance to WTCC, at the option of

WTCC, for up to 90 days to allow for the expired or canceled portion of the Services to continue without interruption or adverse effect, and to facilitate the orderly transfer of such Services to WTCC or its designees. If WTCC exercises this option, the Parties agree that such transition assistance shall be governed by the terms and conditions of the

Contract (notwithstanding this expiration or cancellation), except for those Contract terms or conditions that do not reasonably apply to such transition assistance. WTCC shall agree to pay Vendor for any resources utilized in performing such transition assistance at the most current rates provided by the Contract for performance of the

Services or other resources utilized.

6.9 DISPUTE RESOLUTION

During the performance of the Contract, the parties agree that it is in their mutual interest to resolve disputes informally. Any claims by the Vendor shall be submitted in writing to WTCC’s Contract Manager for resolution. Any claims by WTCC shall be submitted in writing to the Vendor’s Project Manager for resolution. The Parties shall agree to negotiate in good faith and use all reasonable efforts to resolve such dispute(s).

During the time the Parties are attempting to resolve any dispute, each shall proceed diligently to perform their respective duties and responsibilities under this Contract. The Parties will agree on a reasonable amount of time to resolve a dispute. If a dispute cannot be resolved between the Parties within the agreed upon period, either Party may elect to exercise any other remedies available under the Contract, or at law. This provision, when agreed in the

Contract, shall not constitute an agreement by either party to mediate or arbitrate any dispute.

Ver: 07/2026 16

6.10 CONTRACT CHANGES

Contract changes, if any, over the life of the Contract shall be implemented by contract amendments agreed to in writing by WTCC and Vendor. Amendments to the contract can only be made through the contract administrator.

6.11 ATTACHMENTS

All attachments to this RFP are incorporated herein and shall be submitted by responding in the Sourcing Tool. These attachments can be found at the following Vendor Forms link for reference purposes only:

https://ncadmin.nc.gov/documents/vendor-forms

The remainder of this page is intentionally left blank https://ncadmin.nc.gov/documents/vendor-forms

ATTACHMENT A: Ice Machine Inventory and Location

Southern Wake Campus – 9101 Fayetteville Road, Raleigh NC 27603

Location Room Manufacturer Model# Serial# Year 1 Pricing

Year 2 Pricing

Year 3 Pricing

SC 101Z Hoshizaki (cooler) R2A-FS N59074D

SC 210 Jetice (2019) ICI-

050VH/VHF

N/A

SL 36 Hoshizaki KM-901MAJ J02744D

SL 120C Ice O-Matic (Scotsman)

CU1526SA-

1A

11081320010983

SL 120 Scotsman UC2024MA- 1A

24071320012033

SL 233A Manitowoc (Bin) B570 1101109345

SL 233A True Cubed TCIM-530-

HA1-A

10848664

SM 220 Follett 12CI425A H95718-133 16

SM 310E Hoshizaki HRA-15 N/A

SN 123B Scotsman N0422A-1E 19081320014203

ST 1rst floor breakroom

Follett 1002419 M95456-356 22

ST 2nd floor breakroom

Follett 1002419 M99935-023 23

ST 102 Culitek (cooler) MRRF-10 29744316

ST Warehouse Culitek (cooler) MRF2-1D 66901358

Subtotal

GRAND TOTAL (Year 1+2+3) $_____________________

Stephen C. Scott North Campus – 600 Louisburg Road, Raleigh NC 27616

Location Room Manufacturer Model# Serial# Year 1 Pricing

Year 2 Pricing

Year 3 Pricing

NB 407 Scotsman UF1415A-1A 24051320012084

ND 206 (café) Manitowoc UD0190A- 161B

310333432

NE 224 Manitowoc IYT0500A-161 1120401580

NH 345 Scotsman (Kitchen Aid)

UF424A-1A 23091320012920

NK 101 Scotsman C0530MA- 1D

16081320013237

NK 155 Ice-O-Matic ICE0500FA6 16031280011462

NK 170A Scotsman B322S 16051320012656

NR 204B Manitowoc UDF0240A- 161B

310610193

Sub Total

Perry Health Science Campus – 2901 Holston Lane, Raleigh NC 27610

Year 2 Pricing

Year 3 Pricing

HA 20 Manitowoc QY0174A 310175293

HA 20 Manitowoc QF0406A 50162919

HA 154 Manitowoc QM45A 310177931

RTP Campus – 10908 Chapel Hill Road, Morrisville NC 27560

Year 2 Pricing

Year 3 Pricing

RT1 3rd floor Prep Lab

Follett UFD425A80 48587855140

RT1 142 Manitowoc UD0190A- 161B

310360817

RT2 303A Follett UMD425A80 P59986A

RT2 106 Manitowoc UNF0200A M09031002018

Public Safety Education Campus – 321 Chapanoke Road, Raleigh NC 27603

Year 2 Pricing

Year 3 Pricing

PSEC 1420 Manitowoc QM45A 310292963

PSEC 314

(Culinary)

Manitowoc UDF0140A 310671193

Western Wake Campus – 3434 Kildaire Farm Road, Cary NC 27518

Year 2 Pricing

Year 3 Pricing

WWC TBD Scotsman CU0715MA- 1A

19121320011681

WWC 202 Hoshizaki F450MAJ K03089M

SubTotal

Beltline Education Center – 3200 Bush St, Raleigh NC 27609

Year 2 Pricing

Year 3 Pricing

BEC 509E Hoshizaki KM350MAJ K26357K

BEC 409D Manitowoc IYT0500A-

1120384431

Northern Wake College & Career Academy – 931 Durham Road, Wake Forest NC 27587

Year 2 Pricing

Year 3 Pricing

Career Academy

1409 Hoshizaki F-450MAJ K03089M

Wake Tech Eastern Campus – 5401 Rolesville Road, Wendell NC 27591

Year 2 Pricing

Year 3 Pricing

EB 131 Manitowoc UDF0190A- 161B

310685890

EC-

Technology

1rst floor Café

Manitowoc UDE0065A- 161B

1120940020

EC-

Technology

106A Manitowoc IDT0620A-

1121087490

EC-

Technology

135A Follett 1002419 R 44670

EC-

Technology

210G Follett 1002419 R 44888

EC-

Technology

272B Follett 12CI425A R 44671

EC-

Technology

310G Follett 1002419 R 44889

EC-

Technology

341-B Hoshizaki F-330BAJ M33488J

SubTotal

Exhibit 1: WTCC Campus Map (including locations where ice machine services will be performed)