Life Safety - NFPA Inspections

STATE OF NORTH CAROLINA
Appalachian State University
Request for Proposal #: 55-081726
Life Safety - NFPA Inspections & Repairs
Date of Issue: 8/17/26
Proposal Opening Date: 9/8/26
At 2:00 PM ET
Direct all inquiries concerning this RFP to:
Jeff Talbot
Purchasing Manager
Email: talbotjd@appstate.edu
Phone: 828-262-8773

STATE OF NORTH CAROLINA
Request for Proposal #
RFP55-081726
______________________________________________________
For internal State agency processing, including tabulation of proposals, 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 proposal.
Failure to do so may subject your proposal 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 athttps://evp.nc.gov/SignIn
Electronic responses ONLY will be accepted for this solicitation.
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Proposal Number:55-081726 Vendor: __________________________________________
STATE OF NORTH CAROLINA
Division of Appalachian State University
Refer ALL Inquiries regarding this RFP to: Request for Proposal #: 55-081726
Jeff Talbot Proposals will be publicly opened: September 8, 2026 at 2:00 PM
talbotjd@appstate.edu
Using Agency: Commodity No. and Description: Life Safety - NFPA Inspections and
Requisition No.: Repairs
EXECUTION
In compliance with this Request for Proposals (RFP), 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 proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies that:
this proposal 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 proposal, 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
RFP, 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 RFP, 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 proposal, 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 ATTACHMENTS page within this document.
Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals 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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Proposal Number: 55-081726 Vendor: __________________________________________
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
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 RFP.
ACCEPTANCE OF PROPOSAL
If your proposal is accepted, all provisions of this RFP, 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 Appalachian State University)
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Proposal Number: 55-081726 Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................. 5
1.1 CONTRACT TERM ....................................................................................................................... 5
2.0 GENERAL INFORMATION ....................................................................................................... 5
2.1 REQUEST FOR PROPOSAL DOCUMENT ............................................................................. 5
2.2 E-PROCUREMENT FEE ......................................................................................................... 5
2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ............................... 5
2.4 RFP SCHEDULE ..................................................................................................................... 6
2.5 SITE VISIT or PRE-PROPOSAL CONFERENCE ................................................................... 6
2.6 PROPOSAL QUESTIONS ....................................................................................................... 6
2.7 PROPOSAL SUBMITTAL ....................................................................................................... 7
2.8 PROPOSAL CONTENTS ........................................................................................................ 7
2.9 ALTERNATE PROPOSALS .................................................................................................... 8
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ................................................................ 8
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ....................................... 8
3.1 METHOD OF AWARD ............................................................................................................. 8
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION......... 8
3.3 PROPOSAL EVALUATION PROCESS ................................................................................... 9
3.4 EVALUATION CRITERIA ...................................................................................................... 10
3.5 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................. 10
3.6 INTERPRETATION OF TERMS AND PHRASES .................................................................. 10
4.0 REQUIREMENTS ................................................................................................................... 11
4.1 PRICING ................................................................................................................................ 11
4.2 FINANCIAL STABILITY ........................................................................................................ 11
4.3 VENDOR EXPERIENCE ........................................................................................................ 11
4.4 REFERENCES ...................................................................................................................... 12
4.5 BACKGROUND CHECKS ..................................................................................................... 12
4.6 PERSONNEL ......................................................................................................................... 12
4.7 VENDOR'S REPRESENTATIONS ........................................................................................ 12
4.8 QUESTIONS TO VENDORS ................................................................................................. 13
4.9 FINANCIAL STABILITY ........................................................................................................ 13
4.10 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................. 13
4.11 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS ..................................... 13
4.12 SUBCONTRACTORS ............................................................................................................ 13
4.13 SECRETARY OF STATE REGISTRATION ........................................................................... 13
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Proposal Number: 55-081726 Vendor: __________________________________________
5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 14
5.1 GENERAL ............................................................................................................................. 15
5.2 SPECIFICATIONS ................................................................................................................. 15
5.3 TASKS/DELIVERABLES ...................................................................................................... 15
Vendor shall complete all NFPA inspections annually in a timely manner consistent with our
schedule and provide all appropriate reporting. Vendor shall also provide deficiency reports with
repair quotes for each building where necessary. ........................................................................ 15
5.4 TECHNICAL APPROACH ..................................................................................................... 15
5.5 CERTIFICATION AND SAFETY LABELS ............................................................................. 15
6.0 CONTRACT ADMINISTRATION............................................................................................. 15
CONTRACT MANAGER AND CUSTOMER SERVICE ..................................................................... 15
6.2 INVOICES ................................................................................................................................... 16
INVOICES MAY NOT BE PAID UNTIL AN INSPECTION HAS OCCURRED AND THE GOODS OR
SERVICES ACCEPTED .................................................................................................................... 16
6.3 POST AWARD BUSINESS REVIEW MEETINGS ....................................................................... 16
6.4 CONTINUOUS IMPROVEMENT ................................................................................................. 16
6.5 PERIODIC REPORTS ................................................................................................................. 16
6.6 ACCEPTANCE OF WORK .......................................................................................................... 17
6.7 FAITHFUL PERFORMANCE ...................................................................................................... 17
6.8 TRANSITION ASSISTANCE ....................................................................................................... 17
6.9 DISPUTE RESOLUTION ............................................................................................................. 17
6.10 CONTRACT CHANGES ............................................................................................................ 18
7.0 ATTACHMENTS ..................................................................................................................... 19
ATTACHMENT A: PRICING............................................................................................................... 19
Hickory Campus - 800 17th St .......................................................................................................... 20
Total Price $____________________ ............................................................................................... 20
ATTACHMENT B: INSTRUCTIONS TO VENDORS .......................................................................... 21
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ................................... 21
ATTACHMENT D: CUSTOMER REFERENCE FORM ....................................................................... 21
ATTACHMENT E: LOCATION OF WORKERS UTILIZED BY VENDOR ........................................... 21
https://www.doa.nc.gov/pandc/onlineforms/pc-worker-location-92021-pdf/open ........................ 21
ATTACHMENT F: CERTIFICATION OF FINANCIAL CONDITION .................................................... 21
LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS .................................................. 21
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Proposal Number: 55-081726 Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
Appalachian State University is seeking proposals for Life Safety services consisting of annual NFPA inspections &
repairs, emergency lighting and fire extinguishers.
The intent of this solicitation is to award an Agency 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
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 60 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.
Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.
2.0 GENERAL INFORMATION
2.1 REQUEST FOR PROPOSAL DOCUMENT
This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award, which are
incorporated herein by reference.
2.2 E-PROCUREMENT FEE
ATTENTION: The E-Procurement fee does NOT 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 RFP 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 RFP 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 RFP.
If Vendors have questions or issues regarding any component of this RFP, those must be submitted as questions in accordance
with the instructions in the PROPOSAL 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 RFP 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 proposal or otherwise. This applies to any
language appearing in or attached to the document as part of the Vendor's proposal that purports to vary any terms and conditions
or Vendors' instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor's proposal 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 RFP
Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or
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Proposal Number: 55-081726 Vendor: __________________________________________
inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon through negotiation 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 proposal as nonresponsive.
2.4 RFP SCHEDULE
The table below shows the intended schedule for this RFP. The State will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFP State 8/17/26
Hold Pre-Proposal Meeting/Site Visit State 8/25/26 10:00 AM
Submit Written Questions Vendor 8/26/26
Provide Response to Questions State 8/27/26
Submit Proposals Vendor 9/8/26 2:00 PM
Contract Award State 9/9/26
2.5 SITE VISIT or PRE-PROPOSAL CONFERENCE
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 RFP. 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 RFP.
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 RFP, must be
confirmed by written addendum before it can be considered to be a part of this RFP.
Urged and Cautioned Site Visit
Date: 8/25/2026
Time: 10:00 AM Eastern Time
Location: Appalachian State Facilities Management
265 Dale Street
Boone, NC 28608
Contact #: 828-262-8773
Instructions: Vendor representatives are URGED and CAUTIONED to visit the site and apprise themselves of the conditions
and requirements which will affect the performance of the work called for by this RFP. A non-mandatory site visit is scheduled for
this RFP. Submission of a proposal shall constitute sufficient evidence of this compliance and no allowance will be made for
unreported conditions which a prudent Vendor would recognize as affecting the performance of the work called for in this RFP.
Vendor is 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 RFP, must be confirmed by
written addendum before it can be considered to be a part of this RFP and any resulting contract.
2.6 PROPOSAL QUESTIONS
Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal
possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the "Submit Written
Questions" date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum.
Written questions shall be emailed to talbotjd@appstate.edu by the date and time specified above. Vendors should enter "RFP #
55-081726: Questions" as the subject for the email. Question submittals should include a reference to the applicable RFP section
and be submitted in the format shown below:
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Proposal Number: 55-081726 Vendor: __________________________________________
Reference Vendor Question
RFP Section, Page Number Vendor question ...?
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 form of an addendum to the electronic Vendor Portal (eVP), https://evp.nc.gov, and shall become
an Addendum to this RFP. 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 RFP, shall be considered authoritative or binding. Vendors
shall rely only on written material contained in the RFP and an addendum to this RFP.
2.7 PROPOSAL 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 proposal has been received as described in this RFP by the
specified time and date of opening. The time and date of receipt will be marked on each proposal when received. Any proposal or
portion thereof received after the proposal deadline will be rejected.
[eVP]
All proposal responses shall be submitted electronically via the electronic Vendor Portal (eVP). Additional information can be found
at the eVP updates for Vendors link: https://eprocurement.nc.gov/news-events/evp-updates-vendors.
If confidential and proprietary information is included in the proposal, also submit one (1) signed, REDACTED copy of the proposal.
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 proposal with its proposal submission, the Department may release an
unredacted version if a record request is received.
Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a Vendor's
proposal(s). Vendors are strongly encouraged to allow sufficient time to upload proposals.
Critical updated information may be included in Addenda to this RFP. It is important that all Vendors responding to this RFP
periodically check the State's eVP website for any Addenda that may be issued prior to the bid opening date. All Vendors shall be
deemed to have read and understood all information in this RFP and all Addenda thereto.
2.8 PROPOSAL CONTENTS
Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an authorized
signature where requested. Failure to provide all required items, or Vendor's submission of incomplete items, may result in the
State rejecting Vendor's proposal, in the State's sole discretion.
Vendor RFP responses shall include the following items and attachments, which shall be arranged in the following order:
a) Cover Letter, which must contain the following: (i) a statement that confirms that the proposer has read the RFP in its entirety,
including all links, and all Addenda released in conjunction with the RFP, (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.
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Proposal Number: 55-081726 Vendor: __________________________________________
b) Title Page: Include the company name, address, phone number and authorized representative along with the Proposal
Number.
c) Completed and signed version of all EXECUTION PAGES, along with the body of the RFP.
d) Signed receipt pages of any addenda released in conjunction with this RFP, if required to be returned.
e) Vendor's Proposal addressing all Specifications of this RFP. [Indicate relative section references as a guide to responding to
sections requiring additional responses outside of the solicitation document. If not required, delete.]
f) Completed version of ATTACHMENT A: PRICING
g) Completed version of ATTACHMENT D: CUSTOMER REFERENCE FORM
h) Completed 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 PROPOSALS
Unless provided otherwise in this RFP, Vendor may submit alternate proposals for comparable Goods, various methods or levels
of Service(s), or that propose different options. Alternate proposals must specifically identify the RFP requirements and
advantage(s) addressed by the alternate proposal. Any alternate proposal, in addition to the marking described above, must be
clearly marked with the legend: "Alternate Proposal #___ . Each proposal must be for a specific set of Goods and Services and must
include specific pricing. If a Vendor chooses to respond with various offerings, each must be offered with a separate price and be
contained in a separate proposal document. Each proposal must be complete and independent of other proposals offered.
2.10 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS
Relevant definitions for this RFP are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found below which are
incorporated herein by this reference.
3.0 METHOD OF AWARD AND PROPOSAL 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. All qualified proposals will be evaluated, and awards will be made to the
Vendor(s) meeting the specific RFP Specifications and achieving the highest and best final evaluation, based on the criteria
described below.
Proposals will be reviewed to determine the best value for the state.
While the intent of this RFP 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 RFP 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 proposals received.
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION
While this RFP 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
COMMUNICTIONS BY VENDORS.
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