Lexington Region Lawncare

Bid Number:19-IFB-2321991823-HDE Vendor: __________________________________________
STATE OF NORTH CAROLINA
Department of Public Safety
Invitation for Bid #: 19-IFB-2321991823-HDE
Lexington Region Lawncare Services
Date of Issue: July 21, 2026
Bid Opening Date: August 17, 2026
At 2:00 PM ET
Direct all inquiries concerning this IFB to:
Debbie Hill
Procurement Specialist II
Email: Debbie.hill@ncdps.gov
Phone: 984-255-7172
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Bid Number: 19-IFB-2321991823-HDE Vendor: __________________________________________
STATE OF NORTH CAROLINA
Invitation for Bid #
19-IFB-2321991823-HDE
______________________________________________________
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
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Bid Number: 19-IFB-2321991823-HDE Vendor: __________________________________________
STATE OF NORTH CAROLINA
Department of Public Safety
Refer ALL Inquiries regarding this IFB to the Invitation for Bid No.: 19-IFB-2321991823-HDE
procurement lead through the Message Board in Bids will be publicly opened: August 17, 2026 @ 2:00 pm
the Sourcing Tool. See section 2.6 for details:
Debbie Hill
Using Agency: NC National Guard Commodity No. and Description: 701117 Parks, Garden and Orchards
Requisition No.: 281813
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:
VALIDITY PERIOD
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Bid Number: 19-IFB-2321991823-HDE Vendor: __________________________________________
Offer shall be valid for at least ninety (90) 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 Department of Public Safety)
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Bid Number: 19-IFB-2321991823-HDE Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................. 7
1.1 CONTRACT TERM ....................................................................................................................... 7
2.0 GENERAL INFORMATION ....................................................................................................... 7
2.1 INVITATION FOR BID DOCUMENT ........................................................................................ 7
2.2 E-PROCUREMENT FEE ......................................................................................................... 7
2.3 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS ................................. 7
2.4 IFB SCHEDULE ...................................................................................................................... 8
2.5 MANDATORY SITE VISIT ....................................................................................................... 9
2.6 BID QUESTIONS ................................................................................................................... 10
2.7 BID SUBMITTAL ................................................................................................................... 10
2.8 BID CONTENTS .................................................................................................................... 11
2.9 ALTERNATE BIDS ................................................................................................................ 11
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS .......................................................... 12
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS .................................................. 12
3.1 METHOD OF AWARD ........................................................................................................... 12
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION....... 12
3.3 BID EVALUATION PROCESS .............................................................................................. 12
3.4 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................. 13
3.5 INTERPRETATION OF TERMS AND PHRASES .................................................................. 13
4.0 REQUIREMENTS ................................................................................................................... 14
4.1 PRICING ................................................................................................................................ 14
4.2 INVOICES ................................................................................................................................ 14
4.3 FINANCIAL STABILITY ........................................................................................................ 14
4.4 HUB PARTICIPATION .............................................................................................................. 14
4.5 BACKGROUND CHECKS ....................................................................................................... 15
4.6 PERSONNEL ............................................................................................................................ 15
4.7 VENDOR'S REPRESENTATIONS ........................................................................................ 16
4.8 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................. 16
4.9 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS ..................................... 16
4.10 SUBCONTRACTORS ............................................................................................................ 16
4.11 SECRETARY OF STATE REGISTRATION ........................................................................... 16
5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 17
5.1 SPECIFICATIONS ................................................................................................................. 17
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Bid Number: 19-IFB-2321991823-HDE Vendor: __________________________________________
5.2 CERTIFICATION AND SAFETY LABELS ............................................................................. 20
5.3 DEVIATIONS ......................................................................................................................... 20
6.0 CONTRACT ADMINISTRATION............................................................................................. 20
6.1 CONTRACT MANAGER ........................................................................................................... 21
6.2 INVOICES .............................................................................................................................. 21
6.3 CONTINUOUS IMPROVEMENT ............................................................................................ 21
6.4 ACCEPTANCE OF WORK ...................................................................................................... 21
6.5 TRANSITION ASSISTANCE .................................................................................................... 22
6.6 DISPUTE RESOLUTION ......................................................................................................... 22
6.7 CONTRACT CHANGES ........................................................................................................... 22
6.8 INSTRUCTIONS TO VENDORS .............................................................................................. 22
6.9 ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ........................ 22
6.10 ATTACHMENTS ..................................................................................................................... 22
ATTACHMENT A: PRICING FORM .................................................................................................. 23
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION .............................................. 26
ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR ........................................... 28
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION .................................................. 29
ATTACHMENT H: CERTIFICATION FOR CONTRACTS, GRANTS, LOANS & COOPERATIVE
AGREEMENTS ....................................................................................................................... 30
ATTACHMENT I: PESTICIDES/HERBICIDE APPLICATION REPORT FOR VENDORS .................. 31
ATTACHMENT J: POST LAWN CARE CHECKLIST ........................................................................ 33
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Bid Number: 19-IFB-2321991823-HDE Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The N.C. Department of Public Safety, National Guard, NC is seeking a vendor to provide lawn care services for the NC Army
National Guard located at various North Carolina locations. The grounds will be maintained according to the scope of work
described. It will be the participating Vendor 's responsibility to understand, evaluate and assess the lawn maintenance
requirements at each facility listed before they submit their cost proposal.
To facilitate the bidding process and agency control, DPS facilities to be covered under this IFB is for the Lexington Region which
consists of Salisbury, Mocksville, Winston Salem, Lexington and Thomasville.
Vendors responding to this IFB shall bid complete areas only. For bidding purposes, a region shall not be split. All lawn maintenance
in a particular region must be covered; none may be excluded.
The North Carolina Department of Public Safety reserves the right to add or delete locations during the term of the contract and
further reserves the right to add or delete locations and facilities in the same geographic region upon (30) days written notice to
the Vendor throughout the term of the contract to include any extensions.
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").
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 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/.
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 the State, Vendors should go to the following site:
http://eprocurement.nc.gov/training/Vendor-training.
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
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Bid Number: 19-IFB-2321991823-HDE Vendor: __________________________________________
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).
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 non-responsive.
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 July 21, 2026
Mandatory Site Visits State July 28, 2026
(Salisbury, Mocksville and
Winston-Salem)
Mandatory Site Visits State July 29, 2026
(Lexington and Thomasville)
Submit Written Questions Vendor On or before August 4, 2026
Provide Response to State August 7, 2026
Questions
Submit Bids Vendor August 17
Microsoft Teams meeting
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Contract Award State TBD
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Bid Number: 19-IFB-2321991823-HDE Vendor: __________________________________________
2.5 MANDATORY SITE VISIT
Lexington Region
Site Visit 1
Date: July 28, 2026
Time: 10:00 AM Eastern Time
Location: Salisbury RC/AASF
1195 National Guard Rd.
Salisbury NC 28147
Contact #: Shane Potts @ 910-322-9365 shane.m.potts2@army.mil
Site Visit 2
Date: July 28, 2026
Time: 11:30 AM Eastern Time
Location: Mocksville RC
804 US HWY 64 East
Mocksville NC 27028
Contact #: Shane Potts @ 910-322-9365 shane.m.potts2@army.mil
Site Visit 3
Date: July 28, 2026
Time: 1:30 PM Eastern Time
Location: Winston-Salem RC/AASF
2000 Silas Creek Parkway
Winston-Salem NC 27103
Contact #: Shane Potts @ 910-322-9365 shane.m.potts2@army.mil
Site Visit 4
Date: July 29, 2026
Time: 10:00 AM Eastern Time
Location: Lexington RC
201 West 9th Ave
Lexington NC 27293
Contact #: Shane Potts @ 910-322-9365 shane.m.potts2@army.mil
Site Visit 5
Date: July 29, 2026
Time: 11:15 AM Eastern Time
Location: Thomasville RC
130 Culbreth Ave
Thomasville NC 27360
Contact #: Shane Potts @ 910-322-9365 shane.m.potts2@army.mil
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
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Bid Number: 19-IFB-2321991823-HDE Vendor: __________________________________________
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
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. 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 ,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 # 19-IFB-2321991823-HDE 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
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.
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