Non-IT RFQ 30-271007 Onsite Optometry Services - Private Sourcing Event

STATE OF NORTH CAROLINA
Department of Health and Human Services
Division of State Operated Healthcare Facilities
Request for Quote: 30-271007
ONSITE OPTOMETRY SERVICES
Date of Issue: July 31, 2026
Quote Due Date: August 14, 2026
At 4:00 PM ET
Direct all inquiries concerning this RFQ to:
Sarah Jones, NCCM
DSOHF Facility Type Manager
Email: Sarah.N.Jones@dhhs.nc.gov
Phone: (919) 397-4804

STATE OF NORTH CAROLINA
Request for Quote #
30-271007
______________________________________________________
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.
This page shall be filled out and returned with your quote.
Failure to do so may subject your quote 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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Quote Number: RFQ #30-271007 Vendor: __________________________________________
STATE OF NORTH CAROLINA
DHHS - Division of State Operated Healthcare Facilities
Refer ALL Inquiries regarding this RFQ to the Request for Quote: 30-271007
Procurement Lead through the Message Board in Quotes will be opened: Upon Receipt.
the Sourcing Tool. See section 2.5 for details
Using Agency: Murdoch Developmental Center, Commodity No. and Description: 851217 - Healthcare provider specialist
Central Regional Hospital, Cherry Hospital, & services
Broughton Hospital
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 the State, or from any person seeking to do business with the State. 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:
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
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Quote Number: RFQ #30-271007 Vendor: __________________________________________
VALIDITY PERIOD
Offer shall be valid for at least sixty (60) 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 Division of State Operated Healthcare Facilities)
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Quote Number: RFQ #30-271007 Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................. 5
1.1 CONTRACT TERM ....................................................................................................................... 5
2.0 GENERAL INFORMATION ....................................................................................................... 5
2.1 REQUEST FOR QUOTE DOCUMENT .................................................................................... 5
2.2 E-PROCUREMENT FEE ......................................................................................................... 5
2.3 NOTICE TO VENDORS REGARDING RFQ TERMS AND CONDITIONS ............................... 6
2.4 RFQ SCHEDULE ..................................................................................................................... 6
2.5 QUOTE QUESTIONS .............................................................................................................. 6
2.6 QUOTE SUBMITTAL ............................................................................................................... 6
2.7 QUOTE CONTENTS ................................................................................................................ 7
2.8 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ............................................................ 8
3.0 METHOD OF AWARD AND QUOTE EVALUATION PROCESS .............................................. 8
3.1 METHOD OF AWARD ............................................................................................................. 8
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION......... 9
3.3 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................... 9
3.4 INTERPRETATION OF TERMS AND PHRASES .................................................................... 9
4.0 REQUIREMENTS ................................................................................................................... 10
4.1 PRICING ................................................................................................................................ 10
4.2 FINANCIAL STABILITY ........................................................................................................ 10
4.3 REFERENCES ...................................................................................................................... 10
4.4 BACKGROUND CHECKS ..................................................................................................... 11
4.5 PERSONNEL ......................................................................................................................... 11
4.6 VENDOR'S REPRESENTATIONS ........................................................................................ 11
4.7 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................. 11
4.8 SUBCONTRACTORS ............................................................................................................ 11
4.9 SECRETARY OF STATE REGISTRATION ........................................................................... 11
5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 12
5.1 SPECIFICATIONS ................................................................................................................. 12
5.2 TASKS/DELIVERABLES ...................................................................................................... 12
6.0 CONTRACT ADMINISTRATION............................................................................................. 14
6.1 CONTRACT MANAGER AND CUSTOMER SERVICE ......................................................... 14
6.2 INVOICES ............................................................................................................................. 15
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Quote Number: RFQ #30-271007 Vendor: __________________________________________
6.3 ACCEPTANCE OF WORK .......................................................................................................... 15
6.4 TRANSITION ASSISTANCE ....................................................................................................... 15
6.5 DISPUTE RESOLUTION ............................................................................................................. 16
6.6 CONTRACT CHANGES .............................................................................................................. 16
6.7 ATTACHMENTS ......................................................................................................................... 16
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Quote Number: RFQ #30-271007 Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The Division of State Operated Healthcare Facilities (DSOHF) oversees and manages thirteen (13) state operated healthcare
facilities that treat adults and children with mental illness, developmental disabilities, substance abuse disorders, and neuro-
medical needs. In collaboration with our partners and with a commitment to rights, equity, and inclusion, we provide a system of
high-quality care to individuals whose complex behavioral and medical needs exceed the level of care available in the community.
The purpose of the contract shall be for the provision of providing on-site optometry services by a licensed optometrist who has
experience in treating persons with intellectual and/or developmental disabilities, mental illness, substance use disorders, and
neuro-medical needs. This contract will allow for examinations, diagnostic evaluations, and treatment in the field of Optometry.
The intent of this solicitation is to award an Agency Specific Term Contract for the purpose of providing Onsite Optometry Services
for the following DSOHF facilities below:
DSOHF Facilities Approximate Patients
Murdoch Developmental Center 1600 East C Street Butner, NC 27509 300
Central Regional Hospital 300 Veazey Drive Butner, NC 27509 300+
Cherry Hospital 1401 West Ash Street Goldsboro, NC 27530 200+
Broughton Hospital 1000 South Sterling Street Morganton, NC 28655 300+
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") or
October 1, 2026, whichever is later.
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 ninety (90) 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.
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 the State, Vendors should go to the following site:
http://eprocurement.nc.gov/training/vendor-training.
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Quote Number: RFQ #30-271007 Vendor: __________________________________________
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.
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 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).
The State 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.
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. The State will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFQ State July 31, 2026
Submit Written Questions Vendor August 6, 2026 by 4:00 PM ET
Provide Response to Questions State August 7, 2026 by 4:00 PM ET
Submit Quotes Vendor August 14, 226 by 4:00 PM ET
Contract Award State TBD
2.5 QUOTE QUESTIONS
Upon review of the RFQ documents, Vendors may have questions to clarify or interpret the RFQ in order to submit the best quote
possible. To accommodate the Quote Questions process, Vendors shall submit any such questions by the "Submit Written
Questions" date and time provided in the RFQ 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 RFQ SCHEDULE Section of this RFQ.
Vendors will enter "RFQ #30-271007 - Questions" as the subject of the message. Question submittals should include a reference
to the applicable RFQ 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 RFQ. 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 RFQ, shall be considered authoritative or binding. Vendors shall rely only on written material
contained in the RFQ and an addendum to this RFQ.
2.6 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
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Quote Number: RFQ #30-271007 Vendor: __________________________________________
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 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.
3. Vendors should respond to all relevant sections of the Sourcing Event. Certain questions or items are required in order to
submit a response and are denoted with an asterisk. The Sourcing Tool will not allow a response to be submitted unless
all required items are completed. The Sourcing Tool will provide error messages to help identify any required information
that is missing when response is submitted.
4. Simply saving your response in the Sourcing Tool is not the same as submitting your response to the State. Vendors should
make sure they complete the submission process and receive a message that their response was successfully submitted.
5. Only 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.
2.7 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 the State rejecting Vendor's quote, in the
State's sole discretion.
Vendors shall upload the following items and attachments in the Sourcing Tool:
a) Completed and signed version of all EXECUTION PAGES, along with the body of the RFQ.
b) Signed receipt pages of any addenda released in conjunction with this RFQ, if required to be returned.
c) Vendor's Response to Section 4.9, 5.1, and 6.1.
d) Completed version of ATTACHMENT A: PRICING FORM
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Quote Number: RFQ #30-271007 Vendor: __________________________________________
e) ATTACHMENT C: NC CONTRACT TERMS AND CONDITIONS - MEDICAL SERVICES
f) Completed and signed version of ATTACHMENT D: CUSTOMER REFERENCE FORM
g) Completed and signed version of ATTACHMENT E: LOCATION OF WORKERS UTILIZED BY VENDOR
h) Completed and signed version of ATTACHMENT F: CERTIFICATION OF FINANCIAL CONDITION
i) Completed and signed version of ATTACHMENT G: FEDERAL CERTIFICATIONS
j) Completed and signed version of ATTACHMENT H: STATE CERTIFICATIONS
k) Completed and signed version of ATTACHMENT I: STATE OF NORTH CAROLINA SUBSTITUTE W-9
l) Completed and signed version of ATTACHMENT J: NC DHHS BUSINESS ASSOCIATE ADDENDUM
m) ATTACHMENT K: DSOHF VACCINATION POLICY AND ATTESTATION STATEMENT
n) ATTACHMENT L: FRAUD, WASTE, AND FINANCIAL ABUSE COMPLIANCE
o) ATTACHMENT M: NC DHHS ENVIRONMENTAL HEALTH AND SAFETY HANDBOOK
2.8 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS
Relevant definitions for this RFQ are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found in the Sourcing Tool,
which are incorporated herein by this reference.
The following definitions, acronyms, and abbreviations are also relevant to this RFQ:
a) AGENCY SPECIFIC TERM CONTRACT: A contract intended to cover all normal requirements for a commodity for a specified
period of time based on estimated quantities for a single entity.
b) BROUGHTON HOSPITAL (BH): One of three regional psychiatric hospitals with statutory responsibility for operating as a
part of the Division of State Operated Healthcare Facilities within the North Carolina Department of Health and Human
Services to provide help and support to North Carolinians and their families experiencing mental illness. The hospital
serves the western 37 counties of North Carolina, approximately 35% of the total population, as part of the state's system
of care and treatment for persons with mental illness.
c) CENTRAL REGIONAL HOSPITAL (CRH): One of three State psychiatric hospitals in North Carolina. It is operated by the
Division of State Operated Healthcare Facilities (DSOHF) within the North Carolina Department of Health and Human
Services. The hospital provides psychiatric and medical care to adults and adolescents in 25 counties in the central region
of North Carolina. CRH also services children aged 11 and under from all 100 counties of North Carolina.
d) CHERRY HOSPITAL (CH): One of three psychiatric hospitals operated by the NC Department of Health and Human Services.
CH provides services to 38 counties in the eastern region of North Carolina.
e) DHHS: The Department of Health and Human Services.
f) DSOHF: Division of State Operated Healthcare Facilities.
g) MURDOCH DEVELOPMENTAL CENTER (MDC): One of threes state operated developmental centers, primarily serving 25
counties of the Central Region. Murdoch provides services and support to people with intellectual and developmental
disabilities (IDD), complex behavioral challenges and or medical conditions whose clinical treatment needs cannot be
supported in the community.
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 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.
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