19-IFB-1731368372-BJL Base Camps - Solicitation - FINAL opening 082726.pdf

STATE OF NORTH CAROLINA

Department of Public Safety

Invitation for Bids #: 19-IFB-1731368372-BJL

Base Camps

Date of Issue: July 29, 2026

Bid Opening Date: August 27, 2026

At 2:00 PM ET

Direct all inquiries concerning this IFB to:

Janet Brown

Procurement Specialist

Email: janet.brown45@ncdps.gov

Phone: 919-792-6904

Invitation for Bid #

19-IFB-1731368372-BJL

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 https://evp.nc.gov/SignIn

Bid Number: 19-IFB-1731368372-BJL Vendor: __________________________________________

Refer ALL Inquiries regarding this IFB to the procurement lead through the Message Board in the Sourcing Tool.

Janet Brown janet.brown45@ncdps.gov

Invitation for Bid No.: 19-IFB-1731368372-BJL Bids will be publicly opened: August 26, 2026, at 2:00 PM ET Microsoft Teams meeting Join: https://teams.microsoft.com/meet/281159782126436?p=z9WKKbRBcJbK06P3HO Meeting ID: 281 159 782 126 436 Passcode: Wv7Yn6a2

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Using Agency: NCDPS: Emergency Management

Commodity No. and Description: 951418 Prefabricated Emergency Relief Buildings and Structures

Requisition No.: RQ230767

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.

Department of Public Safety https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F281159782126436%3Fp%3Dz9WKKbRBcJbK06P3HO&data=05%7C02%7Cjanet.brown45%40ncdps.gov%7Cd6c070d1aaa54aecb69c08deec04d4c1%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C639207702643579117%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=tcgnvD0NKg6XE5f8DNYVzmAeY3nUekHEzumrU49wJfI%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Faka.ms%2FJoinTeamsMeeting%3Fomkt%3Den-US&data=05%7C02%7Cjanet.brown45%40ncdps.gov%7Cd6c070d1aaa54aecb69c08deec04d4c1%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C639207702643621320%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=nvNqq0ixe9yT%2BbV6hYJqK7LBVuVmW6wPmN3q15GB7U0%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fmeetup-join%2F19%253ameeting_ZjQ0N2YzMDYtMjU0ZC00MTAwLWFmOGUtYmU1N2JjNmZjYmY1%2540thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227a7681dc-b9d0-449a-85c3-ecc26cd7ed19%2522%252c%2522Oid%2522%253a%2522eb2acfdf-57cd-4b84-8d4c-16ce376651f4%2522%257d&data=05%7C02%7Cjanet.brown45%40ncdps.gov%7Cd6c070d1aaa54aecb69c08deec04d4c1%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C639207702643650051%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=Wpqmy3N4kLPb4zOE6OnJcF6f6aBmutHfF%2BjTClywn0Y%3D&reserved=0 tel:+19842041487,,836282278 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdialin.teams.cloud.microsoft%2Fc102d528-0544-4660-b869-294e85047e28%3Fid%3D836282278&data=05%7C02%7Cjanet.brown45%40ncdps.gov%7Cd6c070d1aaa54aecb69c08deec04d4c1%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C639207702643678368%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=0dLQWmki94ffrihmwAAq9bsoFDZfH6GDZMJI6IFzHKU%3D&reserved=0

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

Offer shall be valid for at least one hundred twenty (120) 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 NC Department of Public Safety)

Contents

1.0 PURPOSE AND BACKGROUND

1.1 CONTRACT TERM

2.0 GENERAL INFORMATION

2.1 INVITATION FOR BID

2.2 DOCUMENT

2.3 Order and Payment Process

2.4 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS

2.5 IFB SCHEDULE

2.6 BID QUESTIONS

2.7 BID SUBMITTAL

2.8 BID CONTENTS

2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND BID EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 BID EVALUATION PROCESS

3.4 PERFORMANCE OUTSIDE THE UNITED STATES

3.5 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 PRICING

4.2 FINANCIAL STABILITY

4.3 REFERENCES

4.4 BACKGROUND CHECKS

4.5 PERSONNEL

4.6 VENDOR’S REPRESENTATIONS

4.7 AGENCY INSURANCE REQUIREMENTS MODIFICATION

4.8 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS

4.9 SUBCONTRACTORS

4.10 SECRETARY OF STATE REGISTRATION

5.0 SPECIFICATIONS AND SCOPE OF WORK

5.1 SPECIFICATIONS

5.2 CERTIFICATION AND SAFETY LABELS

5.3 DEVIATIONS

6.0 CONTRACT ADMINISTRATION

4.1 CONTRACT MANAGER

6.2 SUPPORT QUESTIONNAIRE AND EMERGENCY CONTACT INFORMATION

6.3 INVOICES

6.6 ACCEPTANCE OF WORK

6.7 TRANSITION ASSISTANCE

6.8 DISPUTE RESOLUTION

6.9 CONTRACT CHANGES

7.0 ATTACHMENTS

ATTACHMENT A: PRICING FORM

ATTACHMENT B: INSTRUCTIONS TO VENDORS

ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS

ATTACHMENT D: CUSTOMER REFERENCE FORM

ATTACHMENT E: LOCATION OF WORKERS UTILIZED BY VENDOR

ATTACHMENT F: CERTIFICATION OF FINANCIAL CONDITION

ATTACHMENT G: CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, & COOPERATIVE

AGREEMENTS

1.0 PURPOSE AND BACKGROUND

The purpose of this Invitation for Bids (IFB) is to seek competitive bids from qualified vendors to establish an agency-specific "All- Hazard" term convenience contract with multiple qualified vendors to provide emergency turn-key base camps and essential wrap-around services. The contracts will allow North Carolina Emergency Management (NCEM) to rapidly secure and deploy full base camps or modular components to temporarily house first responders, staff, and other personnel during emergencies, disasters, or planned events. This approach ensures a quick and effective response to unique incident-specific needs, as no minimums are guaranteed for each deployment.

The North Carolina Division of Emergency Management (NCEM) is authorized by North Carolina General Statute Chapter 166A to administer state and federal emergency management programs and coordinate activities related to natural and man-made emergencies and disasters. In fulfilling this mission, NCEM often requires the establishment of temporary base camps to support personnel involved in response and recovery efforts.

Due to the unpredictable nature of "All-Hazard" incidents, the state's needs can vary significantly in scale and scope. To address these unique requirements, NCEM requires a mechanism to quickly procure either full, turn-key base camps or specific wrap-around services on an as-needed basis. Turn-key services must include all rental, mobilization, set-up, administration, operation, and demobilization for complete camps. Wrap-around services involve the same range of actions but for individual components, such as sleeping quarters, dining, or sanitation facilities.

This IFB is intended to create a pool of reliable, pre-qualified vendors from which NCEM can obtain these critical services. NCEM retains the right to use State Emergency Response Team agencies first before utilizing contracted vendors and can issue emergency purchase orders to non-contracted vendors if necessary. By establishing contracts with multiple responsive Vendors meeting the requirements and specifications of this IFB, NCEM can ensure state emergency operations are supported efficiently and effectively.

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

1.1 CONTRACT TERM

The Contract shall have an initial term of three (3) years, beginning on the date of final Contract execution (the “Effective Date”).

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

The North Carolina Department of Public Safety (NCDPS), Division of Emergency Management (NCEM), is seeking bids from qualified Vendors to establish multiple agency-specific term contracts for turnkey base camp complexes and related support services. These contracts will provide NCEM with the ability to rapidly activate resources in response to disasters, emergencies, and other all-hazard events requiring temporary support facilities.

The intent of this IFB is to award Contract(s) to multiple responsive and responsible Vendors capable of providing base camp services as described herein. Services may include, but are not limited to, temporary lodging, food services, sanitation, utilities, and other wrap-around support services necessary to support emergency response and recovery operations.

Award of a Contract does not guarantee a minimum amount of work, usage, or compensation. Services will be requested and authorized based upon the specific needs of each incident, available resources, and operational requirements.

2.2 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.

2.3 Order and Payment Process

NCEM may activate services under this Contract in response to an emergency, disaster, planned event, exercise, or other operational need. Requests for services will be coordinated through NCEM and communicated to the awarded Vendor(s) based on incident requirements.

Emergency resource requests may be initiated and tracked through WebEOC or other State-designated emergency management systems. Each request will identify, as applicable, the required Base Camp type, wrap-around services, deployment location, estimated period of performance, reporting instructions, and any incident-specific requirements.

Vendors shall not mobilize personnel, equipment, or other resources until authorized by NCEM. Authorization to perform services shall be provided through a Purchase Order or other State-approved purchasing authorization in accordance with State procurement procedures.

Billing for Base Camps and individual components shall begin when the deployed resources are fully operational and accepted by NCEM, unless otherwise authorized by NCEM. Billing shall cease upon NCEM’s notification to demobilize, regardless of when equipment is moved from the site, unless otherwise approved by NCEM.

For any period of performance less than seven (7) days following demobilization, the vendor shall invoice the State using the prorated weekly rate.

There shall be no minimum rental period unless otherwise specified in the resulting Contract.

Invoices shall reference, at a minimum:

• Purchase Order number;

• Incident or event identifier (if applicable);

• Services provided;

• Dates of service; and

• Any supporting documentation required by NCEM.

2.4 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 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.

2.5 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 29, 2026 Submit Written Questions

Vendor August 6, 2026

Provide Response to Questions

State August 13, 2026

Submit Bids Vendor August 27, 2026, by 2:00 pm EST Microsoft Teams meeting Join: https://teams.microsoft.com/meet/281159782126436?p=z9WKKbRBcJbK06P3HO Meeting ID: 281 159 782 126 436 Passcode: Wv7Yn6a2

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Contract Award State TBD

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 “19-IFB-1731368372-BJL – 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 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F281159782126436%3Fp%3Dz9WKKbRBcJbK06P3HO&data=05%7C02%7Cjanet.brown45%40ncdps.gov%7Cd6c070d1aaa54aecb69c08deec04d4c1%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C639207702643579117%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=tcgnvD0NKg6XE5f8DNYVzmAeY3nUekHEzumrU49wJfI%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Faka.ms%2FJoinTeamsMeeting%3Fomkt%3Den-US&data=05%7C02%7Cjanet.brown45%40ncdps.gov%7Cd6c070d1aaa54aecb69c08deec04d4c1%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C639207702643621320%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=nvNqq0ixe9yT%2BbV6hYJqK7LBVuVmW6wPmN3q15GB7U0%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fmeetup-join%2F19%253ameeting_ZjQ0N2YzMDYtMjU0ZC00MTAwLWFmOGUtYmU1N2JjNmZjYmY1%2540thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25227a7681dc-b9d0-449a-85c3-ecc26cd7ed19%2522%252c%2522Oid%2522%253a%2522eb2acfdf-57cd-4b84-8d4c-16ce376651f4%2522%257d&data=05%7C02%7Cjanet.brown45%40ncdps.gov%7Cd6c070d1aaa54aecb69c08deec04d4c1%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C639207702643650051%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=Wpqmy3N4kLPb4zOE6OnJcF6f6aBmutHfF%2BjTClywn0Y%3D&reserved=0 tel:+19842041487,,836282278 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdialin.teams.cloud.microsoft%2Fc102d528-0544-4660-b869-294e85047e28%3Fid%3D836282278&data=05%7C02%7Cjanet.brown45%40ncdps.gov%7Cd6c070d1aaa54aecb69c08deec04d4c1%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C639207702643678368%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=0dLQWmki94ffrihmwAAq9bsoFDZfH6GDZMJI6IFzHKU%3D&reserved=0 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.

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

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

2.8 BID CONTENTS

Vendors shall provide responses to all questions and complete all attachments for this IFB 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 bid, in the State’s sole discretion.

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

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

b) Completed and signed versions of all EXECUTION PAGES, along with the body of the IFB.

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

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

d) Vendor’s Response. (4.11 Secretary of State Registration; 6.1 Contract Manager, 6.2 SUPPORT QUESTIONNAIRE AND

EMERGENCY CONTACT)

e) Proof of asset and liability insurance covering the Vendor's equipment, as required by Section 5.3.1.G.

f) Completed version of ATTACHMENT A: PRICING FORM

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

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

i) Completed and signed version of ATTACHMENT G: 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 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

In addition to the definitions contained in 01 NCAC 05A .0112 and the Instructions to Vendors, the following definitions apply to this Invitation for Bids. In the event of a conflict, the definitions contained within this IFB shall govern for purposes of this solicitation.

ANSI - American National Standards Institute. The organization that oversees the development and publication of voluntary consensus standards for products, services, systems, and personnel in the United States.

AWWA - American Water Works Association. The organization that develops standards and best practices for drinking water systems, water treatment, storage, and distribution.

Base Camp – A temporary facility established to provide lodging, feeding, sanitation, communications, medical support, and other life-support services for emergency personnel.

Base Camp Type I – A turnkey base camp designed to support approximately 1,000 personnel as described in the Base Camp Type I-IV Specifications.

Base Camp Type II – A turnkey base camp designed to support approximately 750 personnel.

Base Camp Type III – A turnkey base camp designed to support approximately 500 personnel.

Base Camp Type IV – A turnkey base camp designed to support approximately 250 personnel.

CONEX - Intermodal shipping container modified for emergency support operations.

Contract Manager – The individual designated by the Vendor to serve as the primary point of contact for all matters relating to contract performance.

Demobilization – The orderly removal of personnel, equipment, facilities, and services from a deployment site upon direction of

NCEM.

Deployment – The movement of Vendor personnel, equipment, or resources to a location designated by NCEM.

Emergency Worker Base Camp – A temporary base camp established to support emergency responders, government personnel, and other individuals authorized by NCEM during emergency operations.

Facility Coordinator – The NCEM-designated individual responsible for overall management of a specific Base Camp location, including operational decisions related to site administration and resident access.

Food Unit Leader – The individual designated by NCEM or the Incident Management Team responsible for coordinating meal requirements, food service operations, and related logistical support for the Base Camp.

HVAC - Heating, Ventilation, and Air Conditioning.

Incident – Any natural, technological, or human-caused event requiring emergency management coordination, response, recovery, mitigation, or support.

Incident Commander (IC) - Individual responsible for overall incident management.

Incident Management Team (IMT) - The team responsible for managing incident operations.

In-State Prepositioned Staging – The temporary movement and staging of Vendor resources at a State-designated location prior to deployment in anticipation of an emergency or disaster.

Mobilization – The transportation and movement of personnel, equipment, supplies, and resources to a designated deployment or staging location following authorization by NCEM.

Mobile Base Camp – A self-contained mobile life support system capable of providing temporary accommodations and essential services for approximately 100 to 150 personnel.

MWR (Morale, Welfare and Recreation) Unit – Facilities or services intended to support the well-being of Base Camp residents through recreation, fitness, internet access, and similar amenities.

NCEM – North Carolina Division of Emergency Management.

NFPA - National Fire Protection Association. The organization that develops nationally recognized fire, life safety, electrical, and hazardous materials codes and standards.

NIMS – National Incident Management System established by the Federal Emergency Management Agency (FEMA) to provide a standardized approach to incident management.

NSF - NSF International (formerly National Sanitation Foundation). An organization that develops public health and sanitation standards and certifies products used in food service, drinking water, and related industries.

OSHA - Occupational Safety and Health Administration. The federal agency within the U.S. Department of Labor responsible for establishing and enforcing workplace safety and health regulations.

Period of Performance – The authorized period during which the Vendor is required to provide services under an issued Purchase Order.

Turnkey Base Camp – A complete Base Camp solution furnished, installed, operated, maintained, and demobilized by the Vendor, including all personnel, equipment, transportation, administration, and support necessary for operation.

USDA – United States Department of Agriculture.

USFS – United States Forest Service, an agency of the United States Department of Agriculture. References to USFS meal plans or specifications refer to the applicable standards and guidance utilized by the U.S. Forest Service for incident support operations.

WebEOC – The State-designated emergency management information system used by NCEM to manage incidents, coordinate resource requests, and support emergency operations.

Wrap-Around Services – Individual Base Camp components or support services that may be ordered separately from a full turnkey Base Camp, including but not limited to sleeping units, feeding units, shower units, laundry services, medical clinics, communications, and other support facilities.

3.0 METHOD OF AWARD AND BID 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 responsive bids will be reviewed, and an award or awards will be based on the responsive bid(s) offering the lowest price that meets the specifications provided herein, to include any required verifications set out here in such as but not limited to past performance, references, and financial documents.

While the intent of this IFB is to award a Contract(s) to multiple Vendors, 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 IFB 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 bids received.

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

While this IFB 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

COMMUNICATIONS BY VENDORS

Each Vendor submitting a bid to this IFB, including its employees, agents, subcontractors, suppliers, subsidiaries and affiliates, is prohibited from having any communications with any person inside or outside the using agency; issuing agency; other government agency office or body (including the procurement lead named above, any department secretary, agency head, members of the General Assembly and Governor’s office); or private entity, if the communication refers to the content of Vendor’s bid or qualifications, the content of another Vendor’s bid, another Vendor’s qualifications or ability to perform a resulting contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of bids the award of a contract, or both.

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

3.3 BID EVALUATION PROCESS

Only responsive submissions will be evaluated.

The State will conduct an evaluation of responsive Bids, as follows:

Bids will be received according to the method stated in the Bid Submittal section above.

All bids must be received by the issuing agency not later than the date and time specified in the IFB SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the State reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the State.

At the date and time provided in the IFB SCHEDULE Section above, unless modified by Addendum, the bids from each responding Vendor will be opened publicly and all offers (except those that have been previously withdrawn, or voided bids) will be tabulated. The tabulation shall be made public at the time it is created. When negotiations after receipt of bids is authorized pursuant to G.S. 143-49 and 01 NCAC 05B.0503, only the names of Vendors and the Goods and Services offered shall be tabulated at the time of opening. Cost and price shall become available for public inspection at the time of the award.

Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor’s pricing position.

At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the bid. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all bids should be complete and reflect the most favorable terms available from the Vendor. Prices bid cannot be altered or modified as part of a clarification.

Bids will generally be evaluated, based on completeness, content, cost and responsibility of the Vendor to supply the requested Goods and Services. Specific evaluation criteria are listed in Section 3.1 METHOD OF AWARD.

Upon completion of the evaluation process, the State will make Award(s) based on the evaluation and post the award(s) to the electronic Vendor Portal (eVP), https://evp.nc.gov, under the IFB number for this solicitation. Award of Contract(s) does not mean that the other bids lacked merit, but that the awarded Vendor(s) were determined to be responsive and responsible and met the requirements and specifications of this IFB in accordance with the Method of Award.

https://evp.nc.gov/

The State reserves the right to negotiate with one or more Vendors, or to reject all original offers and negotiate with one or more sources of supply that may be capable of satisfying the requirement, and in either case to require Vendor to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the State.

3.4 PERFORMANCE OUTSIDE THE UNITED STATES

Vendor shall complete ATTACHMENT F: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this IFB, the State may also consider, for purposes of evaluating proposed or actual contract performance outside of the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of the State:

a) Total cost to the State

b) Level of quality provided by the Vendor

c) Process and performance capability across multiple jurisdictions

d) Protection of the State’s information and intellectual property

e) Availability of pertinent skills

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

g) Risk factors such as the security of the State’s information technology

h) Relations with citizens and employees

i) Contract enforcement jurisdictional issues

3.5 INTERPRETATION OF TERMS AND PHRASES

This IFB serves two functions: (1) to advise potential Vendors of the requirements and specifications for the Goods and Services being sought by the State; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether bids should be evaluated or rejected, the State will take into consideration the degree to which Vendors have demonstrated their ability to meet the requirements and specifications described in the IFB. Except as specifically stated in the IFB, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the State exercising its discretion to reject a bid in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this IFB. By submitting a bid, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements, and terms and conditions stated in this IFB. If a Vendor is unclear about a requirement or specification or believes a change to a requirement would allow for the State to receive a better bid, the Vendor is urged to submit these items in the form of a question during the question-and-answer period in accordance with the Bid Questions Section above.

4.1 PRICING

Bid price shall constitute the total cost to the State for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, transportation, administrative and other similar fees. Complete ATTACHMENT A: PRICING FORM and upload them to the Sourcing Tool. The pricing provided in ATTACHMENT A, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract.

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

4.1.1 Import Tariff Temporary Surcharge

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

4.2 FINANCIAL STABILITY

As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to perform its obligations under the Contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction.

Each Vendor shall certify it is financially stable by completing ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION. The State is requiring this certification to minimize potential issues from contracting with a Vendor that is financially unstable. From the date of the Certification to the expiration of the Contract, the Vendor shall notify the State within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification. The Contract Manager may require annual recertification of the Vendor’s financial stability.

4.3 REFERENCES

The vendor shall upload at least three (3) references to the Sourcing Tool, using ATTACHMENT E: CUSTOMER REFERENCE FORM, for which it has provided services of similar size and scope to those proposed herein. References shall not be from the same company or from the soliciting State entity. In addition, Vendor shall provide references for and identify other government contracts it has received, for which your company has provided services of similar size and scope to those proposed herein. The State may contact these users to determine whether the services provided are substantially similar in scope to those proposed herein and whether Vendor’s performance has been satisfactory. The information obtained may be considered in the evaluation of the Bid.

4.4 BACKGROUND CHECKS

Vendor and its personnel are required to provide or undergo background checks at Vendor’s expense prior to beginning work with the State. As part of Vendor background, the following details must be provided to the State:

a) Any criminal felony conviction, or conviction of any crime involving moral turpitude, including, but not limited to fraud, misappropriation or deception, by Vendor, its officers or directors, or any of its employees or other personnel to provide Services on this project, of which Vendor has knowledge, or provide a statement that Vendor is aware of none;

b) Any criminal investigation for any offense involving moral turpitude, including, but not limited to fraud, misappropriation, falsification or deception pending against Vendor of which it has knowledge, or provide a statement Vendor is aware of none;

c) Any regulatory sanctions levied against Vendor or any of its officers, directors or its professional employees expected to provide Services on this project by any state or federal regulatory agencies within the past three years or a statement that there are none. As used herein, the term “regulatory sanctions” includes the revocation or suspension of any license or certification, the levying of any monetary penalties or fines, and the issuance of any written warnings;

d) Any regulatory investigations pending against Vendor or any of its officers, directors or its professional employees expected to provide Services on this project by any state or federal regulatory agencies of which Vendor has knowledge or a statement that there are none.

e) Any civil litigation, arbitration, proceedings, or judgments pending against Vendor during the three (3) years preceding submission of its bid herein or a statement that there are none.

Vendor’s response to these requests shall be considered a continuing representation, and Vendor’s failure to notify the State within thirty (30) days of any criminal litigation, investigation or proceeding involving Vendor or its then current officers, directors or persons providing Services under this Contract during its term shall constitute a material breach of contract. The provisions of this paragraph shall also apply to any subcontractor utilized by Vendor to perform Services under this Contract.

4.5 PERSONNEL

Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner. “Professional manner” means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractors that may be approved by the State. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s).

Should the Vendor’s bid result in an award, the Vendor shall be required to agree that it will not substitute key personnel assigned to the performance of the Contract without prior written approval by the Contract Lead. Vendor shall further agree that it will notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor’s recommended substitute personnel. The State will approve or disapprove the requested substitution in a timely manner. The State may, in its sole discretion, terminate the Services of any person providing Services under this Contract. Upon such termination, the State may request acceptable substitute personnel or terminate the contract Services provided by such personnel.

4.6 VENDOR’S REPRESENTATIONS

If Vendor’s bid results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the State under the Contract. If any Services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor’s proper performance, provision and delivery of the Service and deliverables under a resulting Contract, or are an inherent part of or necessary sub-task included within such Service, they will be deemed to be implied by and included within the scope of the Contract to the same extent and in the same manner as if specifically described in the Contract.

Unless otherwise expressly provided herein, Vendor will furnish all its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other Deliverables.

4.7 AGENCY INSURANCE REQUIREMENTS MODIFICATION

1. Potential for damage to State property or property of a third party,

2. Potential for bodily injury to State employees or third parties,

3. Whether Vendor will transport State property, clients, or employees,

4. Use of a vehicle to accomplish the work or to travel to or from State locations,

5. Anticipated physical contacts of the Vendor with the State,

6. Anticipated number and activity of Vendor personnel within the State, and

7. Any other unique considerations that could result in harm, bodily injury, or property damage.

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

☐ Small Purchases

☐ Contract value in excess of the Small Purchase threshold, but up to $1,000,000.00

X Contract value in excess of $1,000,000.00

B.