Project Information

Bid Title

30-26264-DSDHH - Assistive Telecommunication Devices

Issuing Agency

State Government of North Carolina

Location

North Carolina

Published Date

May 19, 2026

Closing Date

Jun 30, 2026

Government Level

State & Local

Status

Closed

Ref. #

Doc2136726873

Original Source

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Project Description

Solicitation Number:	Doc2136726873
Project Title:	30-26264-DSDHH - Assistive Telecommunication Devices
Description:	The purpose of this Invitation for Bids (IFB) is to obtain pricing and select one or more vendors to provide Assistive Telecommunications Equipment for the Division of Services for the Deaf and Hard of Hearing (DSDHH) to distribute to individuals who are Deaf, Hard of Hearing, DeafBlind, or Speech Impaired.
Opening Date:	6/30/2026 2:00 PM
Posted Date:	5/19/2026
Status:	Open
Department:	DEPARTMENT OF HEALTH AND HUMAN SERVICES - DHHS

Solicitation Number * Doc2136726873	Department DEPARTMENT OF HEALTH AND HUMAN SERVICES - DHHS	Status Reason Open
Opening Date 2026-06-30T14:00:00.0000000	Posted Date * 2026-05-19T13:03:31.0000000Z	Primary Commodity Code External hearing device parts and accessories
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * Select RFP IFB RFI
Owner Kathryn Brown
Description The purpose of this Invitation for Bids (IFB) is to obtain pricing and select one or more vendors to provide Assistive Telecommunications Equipment for the Division of Services for the Deaf and Hard of Hearing (DSDHH) to distribute to individuals who are Deaf, Hard of Hearing, DeafBlind, or Speech Impaired.

Attachment Preview

STATE OF NORTH CAROLINA

DEPARTMENT OF HEALTH AND HUMAN

SERVICES

Office of Procurements, Contracts and Grants

Refer ALL inquiries regarding this IFB to:

Kathryn Brown

Kathryn.brown@dhhs.nc.gov

919-855-4093

See page 4 for submission instructions.

INVITATION FOR BIDS: 30-26264-DSDHH

Offers will be publicly opened: June 30, 2026

Issue Date: May 19, 2026

Commodity Number: 421440

Description: External Hearing Device Parts and

Accessories

Using Agency: Division of Services for the Deaf

and Hard of Hearing (DSDHH)

Requisition No.: RQ265886

OFFER AND ACCEPTANCE

The State seeks offers for the goods and/or related services described in this solicitation. The State’s acceptance

of any offer must be demonstrated by execution of the acceptance found below and any subsequent Request

for Best and Final Offer, if issued. Acceptance shall create a contract having an order of precedence as follows:

In cases of conflict between documents comprising the contract, the order of precedence shall be (1) Best and

Final Offers, if any, (2) special terms and conditions specific to this IFB, (3) specifications, (4) Department of

Information Technology Terms and Conditions of this IFB, and (5) the agreed portions of the awarded Vendor’s

offer. No contract shall be binding on the State until an encumbrance of funds has been made for

payment of the sums due under the contract.

EXECUTION

In compliance with this Invitation for Bid, and subject to all the conditions herein, the undersigned offers and

agrees to furnish any or all Services or goods upon which prices are offered, at the price(s) offered herein, within

the time specified herein. By executing this offer, I certify that this offer is submitted competitively and without

collusion.

Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not acceptable.

OFFEROR:

STREET ADDRESS:

P.O. BOX:

ZIP:

CITY, STATE & ZIP:

PRINT NAME & TITLE OF PERSON SIGNING:

TELEPHONE NUMBER: TOLL FREE TEL.

NO

FAX NUMBER:

AUTHORIZED SIGNATURE:

DATE:

E-MAIL:

Offer valid for sixty (60), days from date of offer opening unless otherwise stated here: ____ days

ACCEPTANCE OF OFFER

If any or all parts of this IFB are accepted, an authorized representative of Division of Services for the Deaf and

Hard of Hearing shall affix their signature hereto. A copy of this acceptance will be forwarded to the successful

vendor(s).

FOR STATE USE ONLY

Offer accepted and contract awarded this ______ day of _____________________, 20____, as indicated on attached certification,

by _____________________________________________ (Authorized representative of Department of Health and Human Services

IFB Number: 30-26264-DSDHH

TABLE OF CONTENTS

1.0 INTENT, USE, DURATION AND SCOPE .............................................................................................. 3

2.0 GENERAL INFORMATION .................................................................................................................... 3

2.1. SITE VISIT-RESERVED ......................................................................................................................... 3

2.2. VENDOR QUESTIONS .......................................................................................................................... 3

2.3. ADDENDA .............................................................................................................................................. 4

2.4. OFFER SUBMITTAL...............................................................................................................................4

2.5. BASIS FOR REJECTION........................................................................................................................ 4

2.6. LATE OFFERS ....................................................................................................................................... 5

2.7. NON-RESPONSIVE OFFERS ................................................................................................................ 5

2.8. NOTICE TO VENDORS..........................................................................................................................5

2.9. E-PROCUREMENT SOLICITATION....................................................................................................... 5

2.10. DISTRIBUTORS AND RESELLERS ..................................................................................................... 5

2.11. POSSESSION AND REVIEW ............................................................................................................... 6

2.12. BEST AND FINAL OFFERS (BAFO) .................................................................................................... 6

2.13. AWARD ................................................................................................................................................ 6

2.14. POINTS OF CONTACT ........................................................................................................................ 6

3.0 SPECIFICATIONS ................................................................................................................................. 7

3.1. VENDOR STANDARD AGREEMENT(S)................................................................................................ 7

3.2. VENDOR UTILIZATION OF WORKERS OUTSIDE U.S. – DISCLOSURE STATEMENT ....................... 7

3.3. E-VERIFY .............................................................................................................................................. 9

3.4. BRAND SPECIFIC PRODUCT ............................................................................................................... 9

3.5. DESCRIPTIVE LITERATURE ................................................................................................................ 9

3.6 SECURITY SPECIFICATIONS-RESERVED............................................................................................ 9

3.7 ENTERPRISE ARCHITECTURE SPECIFICATIONS-RESERVED ......................................................... 9

3.8. PRODUCT RECALL .............................................................................................................................. 9

3.9. WARRANTY ........................................................................................................................................... 9

3.10. MAINTENANCE.................................................................................................................................. 10

3.11. CONTRACT TERM............................................................................................................................. 10

3.12. DELIVERY .......................................................................................................................................... 10

3.13 OPERATIONS SPECIFICATIONS....................................................................................................... 11

4.0 FURNISH AND DELIVER .................................................................................................................... 11

5.0 ADDITIONAL INFORMATION.............................................................................................................. 19

5.1 INVOICES ............................................................................................................................................. 19

5.2. HISTORICALLY UNDERUTILIZED BUSINESSES ............................................................................... 19

5.3. RECYCLED CONTENT ........................................................................................................................ 19

5.4. ENERGY STAR PRODUCTS ............................................................................................................... 20

6.0 DEPARTMENT OF INFORMATION TECHNOLOGY INSTRUCTIONS TO VENDORS ....................... 20

7.0 DEPARTMENT OF INFORMATION TECHNOLOGY TERMS AND CONDITIONS .............................. 21

Page 2 of 33

Version October 9, 2025

IFB Number: 30-26264-DSDHH

1.0 INTENT, USE, DURATION AND SCOPE

The purpose of this Invitation for Bids (IFB) is to obtain pricing and select one or more vendors to provide

Assistive Telecommunications Equipment for the Division of Services for the Deaf and Hard of Hearing

(DSDHH) to distribute to individuals who are Deaf, Hard of Hearing, DeafBlind, or Speech Impaired.

The DSDHH administers the Equipment Distribution Service (EDS) to help ensure that low-income

individuals who are Deaf, DeafBlind, Hard of Hearing, or Speech Impaired have the appropriate

Assistive Telecommunications Equipment necessary for equal access to distance communication.

There are approximately 1,219,000 North Carolinians who are Deaf, DeafBlind, Hard of Hearing, or

Speech Impaired. The Division of Services for the Deaf and Hard of Hearing, through the EDS, provides

various Assistive Telecommunications Equipment such as amplified telephones, alerting devices, etc to

eligible North Carolina residents with hearing loss or speech impairment. The specific purpose of this

Invitation for Bids (IFB) is to establish contracts with vendors so that equipment and devices identified in

the IFB can be purchased for a consumer who is determined to have a hearing loss or speech impairment

and is evaluated and confirmed to be eligible for the EDS program.

This bid process will establish an Agency-Specific Contract for EDS to provide this specialized equipment

to North Carolina residents who are certified as being Deaf, Hard of Hearing, DeafBlind, or Speech

Impaired and who meet income limits and other criteria that enable an individual to be eligible for the

services. Bidding will be in accordance with the terms and conditions of this IFB and any addenda thereto.

The purpose of this Invitation for Bid is to obtain pricing for and procure Assistive Telecommunication

Equipment for Division of Services for the Deaf and Hard of Hearing. Goods and Services will be provided

in accordance to the terms and conditions of this IFB.

2.0 GENERAL INFORMATION

2.1. SITE VISIT-RESERVED

2.2. VENDOR QUESTIONS

All inquiries regarding the solicitation specifications or requirements are to be directed to the contact

person listed on Page One of this solicitation via the Sourcing Tool’s message board. Vendor contact

regarding this Solicitation with anyone other than the contact person listed on Page One of this

Solicitation may be grounds for rejection of said Vendor’s offer.

Written questions concerning this Solicitation will be received until June 2, 2026 at 2:00 pm Eastern

Time. They must be directed to the contact person listed on Page One of this Solicitation via the

Sourcing Tool’s message board. Please enter “Questions Solicitation 30-26264-DSDHH” as the

subject for the message. This is the only manner in which questions will be received.

Questions should be submitted in the following format:

REFERENCE

RFP Section,

Page Number

VENDOR QUESTION

Page 3 of 33

Version October 9, 2025

IFB Number: 30-26264-DSDHH

2.3. ADDENDA

The State may issue addenda if Vendor questions are permitted as described above, or if additional

terms, specifications, or other changes are necessary for this procurement. It is important that all

Vendors bidding on this IFB periodically check the NC eVP for any and all Addenda that may be

issued prior to the offer opening date. All addenda shall become an Addendum to this IFB.

2.4. OFFER SUBMITTAL

Due Date:

Time:

June 30, 2026

2:00 pm Eastern Time

Proposals will be opened on June 30, 2026 at 2:00pm ET. Vendors will be able to attend via the

Microsoft Teams meeting link below:

Join Meeting

IMPORTANT NOTE: Vendor shall bear the risk for late submission due to unintended or

unanticipated delay—whether submitted electronically, delivered by hand, U.S. Postal Service,

courier or other delivery service. Vendor must include all the pages of this solicitation in their

response. It is the Vendor’s sole responsibility to ensure its offer has been delivered to this Office

by the specified time and date of opening. Any proposal delivered after the proposal deadline will be

rejected.

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.

Offer Submission Details:

Sealed offers, subject to the conditions made a part hereof, will be received until 2:00pm Eastern

Time on the day of opening and then opened, for furnishing and delivering the commodity as

described herein. Offers must be submitted with the Execution page signed and dated by an official

authorized to bind the Vendor’s firm. Failure to return a signed offer shall result in disqualification.

Attempts to submit a proposal via facsimile (FAX) machine, telephone or email in response

to this IFB shall NOT be accepted.

a) Submit one (1) signed, original electronic offer through the Ariba Sourcing Module.

b) All File names should start with the vendor’s name first, in order to easily determine all the files to

be included as part of the vendor’s response. For example, files should be named as follows:

Vendor Name-your file name.

c) File contents SHALL NOT be password protected, the file formats must be in .PDF, .jpeg, or png

format, and shall be capable of being copied to other sources.

d) If the vendor’s proposal contains any confidential information (as defined in Attachment B,

Paragraph #18), then the vendor must provide one (1) signed, original electronic offer and one (1)

redacted electronic copy.

2.5. BASIS FOR REJECTION

Pursuant to 9 NCAC 06B.0401, the State reserves the right to reject any and all offers, in whole or

in part; by deeming the offer unsatisfactory as to quality or quantity, delivery, price or service offered;

non-compliance with the specifications or intent of this solicitation; lack of competitiveness; error(s)

in specifications or indications that revision would be advantageous to the State; cancellation or

other changes in the intended project, or other determination that the proposed requirement is no

Page 4 of 33

Version October 9, 2025

IFB Number: 30-26264-DSDHH

longer needed; limitation or lack of available funds; circumstances that prevent determination of the

best offer; or any other determination that rejection would be in the best interest of the State. Vendor

contact regarding this IFB with anyone other than Kathryn Brown may be grounds for rejection of

said Vendor’s offer.

2.6. LATE OFFERS

Regardless of cause, late offers will not be accepted and will automatically be disqualified from

further consideration. It shall be the Vendor’s sole risk to ensure delivery at the designated office by

the designated time. Late offers will not be opened and may be returned to the Vendor at the

expense of the Vendor or destroyed if requested.

2.7. NON-RESPONSIVE OFFERS

Vendor offers will be deemed non-responsive by the State and will be rejected without further

consideration or evaluation if statements such as the following are included:

• “This offer does not constitute a binding offer”,

• “This offer will be valid only if this offer is selected as a finalist or in the competitive range”,

• “Vendor does not commit or bind itself to any terms and conditions by this submission”,

• “This document and all associated documents are non-binding and shall be used for discussion

purposes only”,

• “This offer will not be binding on either party until incorporated in a definitive agreement signed

by authorized representatives of both parties”, or

• A statement of similar intent.

2.8. NOTICE TO VENDORS

The State objects to and will not be required to evaluate or consider any additional terms and

conditions not previously agreed to by the State and submitted with an Offeror’s response.

This applies to any language appearing in or attached to the document as part of the Offeror’s

response. By execution and delivery of this Invitation for Bids and response(s), the Offeror

agrees that any additional terms and conditions, whether submitted purposely or

inadvertently, shall have no force or effect.

2.9. E-PROCUREMENT SOLICITATION

This is an E-Procurement solicitation. See Paragraph #47 of the attached Department of

Information Technology Terms and Conditions.

2.10. DISTRIBUTORS AND RESELLERS

“Resellers” as used herein, refers to businesses that routinely sell or distribute Vendor’s Products,

and may include “Distributors”, “Value Added Resellers” (VARs), “Original Equipment

Manufacturers” (OEMs), Channel Partners, or such other designations. These businesses must be

approved by the State prior to placement of any orders. Any contract established will be subject to

this solicitation and any resulting Agreement(s), and to the terms and conditions of the State’s

competitive bidding process.

The Agency acknowledges that the Reseller has merely purchased the Third-Party Items for resale

or license to the Agency, and that the proprietary and intellectual property rights to the Third Party

Items are owned by parties other than the Reseller (“Third Parties”). The Agency further

acknowledges that except for the payment to the Reseller for the Third-Party Items, all of its rights

and obligations with respect thereto flow from and to the Third Parties. The Reseller shall provide

the Agency with copies of all documentation and warranties for the Third-Party Items which are

provided to the Reseller. The Reseller shall assign all applicable third-party warranties for

Deliverables to the Agency.

Page 5 of 33

Version October 9, 2025

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