19-IFB-1731368372-BJL Base Camps State Response to Vendor Questions Addendum 1.pdf

Purchasing & Logistics

IMPORTANT BID ADDENDUM

ADDENDUM MUST BE RETURNED

State Response to Vendor Questions

August 14, 2026

BID Number: 19-IFB-1731368372-BJL Base Camps ADDENDUM Number: 1 COMMODITY/SERVICE: 951418 Prefabricated PURCHASER: Janet Brown Emergency Relief Buildings and Structures USING AGENCY: NCDPS: NCEM OPENING DATE/TIME: August 27, 2026, at 2:00pm, ET

Contract Administrator Janet Brown Procurement Specialist Janet.brown45@ncdps.gov

NOTICE OF REVISION: In addition to the State's responses to Vendor questions provided below, this Addendum revises ATTACHMENT A: PRICING FORM. Vendors shall use the revised Attachment A included with this Addendum when preparing and submitting their Bid Response.

The revised Attachment A supersedes and replaces Attachment A originally issued with the solicitation.

Item Question Response

1. The cover page and IFB Schedule identify the bid opening as August 27, 2026, at 2:00 PM ET, while the Execution Page identifies the public bid opening as August 26, 2026, at 2:00 PM ET. The Ariba event currently displays a different submission time.

Please confirm the official bid submission date and time.

Base Camp 19-IFB-1731368372-BJL bid opening is for August 27, 2026, at 2:00 PM ET

2. Please clarify whether the initial three (3) year contract term includes any renewal or extension options, as referenced elsewhere in the IFB.

No. this is a straight 3-year contract and will be resolicited in 2029.

3. Will annual price adjustments be permitted during the contract term (e.g., based on the U.S.

No. Annual price adjustments are not permitted under this Contract. Vendors should mailto:Janet.brown45@ncdps.gov

Department of Labor Consumer Price Index or another approved index)?

consider reasonably anticipated cost increases, including inflation and other market conditions, when developing their proposed pricing.

4. The IFB indicates the State intends to award contracts to multiple vendors. Please clarify whether awards will be ranked (Primary, Secondary, Tertiary, etc.) or whether there will simply be a pool of qualified vendors.

The State will not rank awarded Vendors as Primary, Secondary, Tertiary, etc. This Contract will establish a pool of qualified Vendors available to NC Emergency Management for activation.

5. If multiple vendors are awarded without ranking, what process will NCEM use to determine which contractor(s) will be activated for a particular event?

Upon activation of the Contract, Purchase Orders will be issued based on NCEM's operational needs and the awarded Vendors' ability to meet the required response time.

6. Was this contract utilized during Hurricane Helene?

If so, please provide historical information regarding vendor activations, services performed, duration of deployment, and contract expenditures.

Historical information regarding prior contract utilization, vendor activations, services performed, deployment duration, and expenditures may be obtained through the State's public records request process.

7. Section 2.8 (Bid Contents) references only certain administrative requirements. Should vendors also submit narrative responses addressing the Specifications and Scope of Work? If so, where should those responses be included within the bid?

Vendors must submit all required items identified in Section 2.8, Bid Contents. Vendors may also submit a narrative response addressing the Specifications and Scope of Work; however, a narrative response is not required.

8. Please confirm that the reference to the Secretary of State Registration in Section 2.8 should reference Section 4.10 rather than Section 4.11.

The Secretary of State Registration in Section

2.8 should reference Section 4.10.

9. Please clarify the attachment references identified in Section 2.8, Items (g) through (j), as the attachment lettering appears inconsistent with the attachments included in the IFB.

Section 2.8, items (g) through (j), should be labeled as such:

a) Completed and signed version of

ATTACHMENT D: CUSTOMER REFERENCE

FORM

b) Completed and signed version of

ATTACHMENT E: LOCATION OF WORKERS

UTILIZED BY VENDOR

c) Completed and signed version of

ATTACHMENT F: CERTIFICATION OF

FINANCIAL CONDITION

d) Completed and signed version of

ATTACHMENT G: CERTIFICATION FOR

CONTRACTS, GRANTS, LOANS, AND

COOPERATIVE AGREEMENTS and OMB

STANDARD FORM LLL

10. Attachment A references a "Pricing Submittal Workbook." Please clarify whether vendors should complete the pricing table contained within Attachment A, enter pricing directly into Ariba, or complete a separate pricing workbook.

Vendors should complete the Pricing Form included in the solicitation as Attachment A. A separate pricing workbook is not required.

11. Attachment A does not include pricing for certain optional site preparation services and other disaster response services that are not specifically identified on the Pricing Form. How should vendors provide pricing for these services?

Optional services should be priced only under the applicable wrap-around service line items

12. Please clarify whether the Mobilization/Demobilization Rate represents:

a. one combined fee, or

b. separate charges for mobilization and demobilization.

The Mobilization/Demobilization Rate represents separate charges for mobilization and demobilization. The pricing form will be revised to show Mob and Demob each in their own columns.

13. Since vendors are not governmental entities, fuel suppliers may be legally required to charge fuel taxes. Should those taxes be included in proposed fuel pricing?

Yes. Applicable taxes should be incorporated into the Vendor's proposed fuel pricing.

14. The IFB references three different utility/site conditions (bare base, full utilities, and partial utilities), but Attachment A contains only one pricing line. Which condition should vendors assume when preparing pricing?

Vendors should base their pricing on the bare-base site condition and include full wrap-around services. For purposes of preparing pricing, Vendors should assume that water, sewer, and electrical power are not available at the site.

15. Should the turnkey weekly Base Camp price include optional services identified throughout the IFB, or should optional services be priced only under the applicable wrap-around service line items?

Optional services should be priced separately under the applicable Wrap-Around Service line items and should not be included in the turnkey weekly Base Camp price.

16. Please clarify how pricing will be evaluated for award purposes. Specifically, will evaluation be based on total bid price, by service category, by Base Camp type, by individual line item, or another evaluation methodology? Please also clarify how vendors should indicate items on which they elect not to bid.

Method of award will be based on responsive bids, and multiple vendors may be awarded a contract. Please refer to section 2.8 Bid Contents and Section 3.0 Method of Award and Bid Evaluation Process

17. Please confirm that contract award(s) will be based solely upon the lowest responsive, responsible bidder(s), in accordance with the Method of Award identified in the solicitation.

This is a pre-positioned contract that will be awarded to multiple responsive, responsible Vendors in accordance with the Method of Award identified in the solicitation.

18. Is the weekly turnkey Base Camp rate based upon the camp's rated capacity regardless of actual

Base Camp rates are based on the various rated capacities listed regardless of actual capacity.

occupancy, or will pricing be adjusted based upon actual occupancy?

19. Attachment A provides a single pricing line for a Mobile Base Camp serving approximately 100–150 personnel. Please clarify whether vendors should provide one rate applicable to the full range or separate pricing based upon camp capacity.

Vendors shall provide one rate applicable to the full Mobile Base Camp capacity range of approximately 100–150 personnel.

20. The IFB acknowledges there is no industry standard for sleeping unit capacity and requires bidders to state capacity in their response, yet award is based on lowest price. Please clarify how the State will normalize differing sleeping unit capacities for price comparison during evaluation.

Method of award will be based on responsive bids, and multiple vendors may be awarded a contract. Pricing comparison will be based on the sleeping capacity of eight (8) people.

Pricing Form ATTACHMENT A will be updated

21. Please clarify the compensation structure for In- State Prepositioned Staging. Specifically:

a. Is there a maximum duration equipment may remain staged under the one-time staging fee?

b. If staging extends beyond an anticipated period, is additional compensation available?

c. If staged equipment is never deployed, how will vendors be compensated for return transportation?

d. If equipment is later deployed from the staging location, is movement from the staging location to the incident site separately compensated?

a. The duration of prepositioned staging will be determined based on the specific event and operational need.

b. Pricing for In-State Prepositioned Staging package will be based on a weekly rate

c. This should be included in the Prepositioned Staging price.

d. No. Movement is covered as part of the Prepositioned Staging Package and weekly rental periods will begin when the equipment is hooked up and fully operational.

22. Please identify the required unit of measure for each Wrap-Around Service pricing line item (e.g., per person, per meal, per day, per unit, or other applicable unit).

Pricing Form Attachment A will be updated which will clarify this question.

23. Please clarify whether the Mobilization/Demobilization Rate is intended to compensate vendors for all setup and teardown activities that occur before billing begins and after billing ends.

Mobilization begins at PO issuance and Billing will stop on the date of demobilization regardless of when equipment is able to be removed. Mob/Demob is intended to compensate vendors for all setup/movement/tear down activities on equipment. Weekly rental periods will begin when the equipment is hooked up and fully operational.

24. Please clarify whether prorated billing applies only to the final partial week following demobilization or to any partial week of performance.

Prorated billing applies to the final partial week at the time of demobilization. Any final period of performance of less than seven (7) days will be billed at the prorated weekly rate. There is no minimum rental period. Billing will cease on the date of demobilization, regardless of when the equipment is physically removed from the site.

25. Please clarify whether Base Camps are required to provide three (3) meals per day or four (4) meals per day, as both requirements appear in the solicitation.

Food services shall include four (4) meals per day for emergency workers, including night-shift personnel, if applicable.

26. Please clarify the required meal surge capacity for each Base Camp Type, as the percentages contained within the IFB appear inconsistent.

Requirement shall be based on shelter type and capacity.

27. Please clarify the required shower and restroom capacities for each Base Camp Type, particularly the Type IV requirements.

Refer to Section 5.1 Specifications, 3.

28. Please clarify the intended restroom ratio identified for Mobile Base Camps.

Refer to Section 5.1 Specifications, 3.

29. Please clarify the required laundry service levels for each Base Camp Type (full service versus self-service).

Where laundry services are required, Vendors shall provide full-service fluff-and-fold laundry services at no additional charge to Base Camp residents.

30. Please clarify the required gravel depth, aggregate specification, and vendor responsibility for site restoration following demobilization.

Please see Section 5.1.1 F for specifications regarding vendor responsibility listed for gravel.

31. Please clarify whether the written square footage requirements or the example site diagrams govern Base Camp layout requirements.

The written square footage requirements govern the Base Camp layout requirements.

The site diagrams are provided as examples only.

32. Please clarify the apparent inconsistencies between the figure captions and the Base Camp Type drawings.

The Base Camp Type diagrams are provided as examples only.

33. Please clarify the required timeframe for establishing a fully operational Base Camp and identify when the performance clock begins (notification, purchase order, or arrival on site).

Vendors shall have the requested resources on site within a maximum of seventy-two (72) hours following notification. Once the resources arrive on site, Vendors shall have two (2) to six (6) hours to make the resources fully operational.

34. Please clarify whether Engineers, Surveyors, and CAD Technicians must hold North Carolina

Engineers, Surveyors, and CAD Technicians shall hold the applicable North Carolina professional licenses and whether these positions must be physically present on site.

professional licenses. If their services are required for Base Camp setup, they shall be physically present on site.

35. Please clarify the North Carolina licensing requirements for Plumbing and Electrical Technicians.

Plumbing licensing requirements are governed by the North Carolina State Board of Examiners of Plumbing, Heating, and Fire Sprinkler Contractors and N.C. Gen. Stat. Chapter 87, Article 2. Electrical licensing requirements are governed by the North Carolina State Board of Examiners of Electrical Contractors and N.C.

Gen. Stat. Chapter 87, Article 4. Vendors are responsible for ensuring compliance with all applicable North Carolina licensing requirements.

36. Please clarify the required certification level, staffing schedule, and North Carolina credentialing requirements for the Licensed EMT required with the Medical Clinic wrap-around service.

This is not a requirement of the base camp vendor. Reference 5.1 3 Base Camp Type I, II, III & IV Specifications and Requirements. Medical clinic requirements state “Medical equipment and supplies provided by EMS or health agency.”

37. Please confirm this solicitation is being conducted as an Invitation for Bids (IFB) and that the IFB method of award and evaluation criteria govern this procurement, notwithstanding the Ariba event description.

This solicitation was previously issued as a Request for Proposals (RFP); however, that solicitation was withdrawn. The current solicitation is an Invitation for Bids (IFB), and the method of award and evaluation criteria stated in this IFB govern this procurement.

38. Section 4.7 references increased or additional insurance coverage requirements but does not identify the required coverage amounts. Please provide the applicable insurance coverage requirements.

No additional or increased insurance coverage requirements are being imposed under Section

4.7. Insurance coverage requirements remain

as stated in the applicable North Carolina General Terms and Conditions incorporated into this solicitation.

39. Please clarify whether the State's HUB participation requirements remain applicable when this contract is funded or reimbursed using federal disaster assistance funds.

The HUB participation requirements do not apply to this solicitation. The HUB provisions have been removed from the solicitation documents.

40. Please clarify whether the background check requirements must be addressed with the bid submission or only upon contract activation.

Background checks are not required with the bid submission. Background checks are required only when requested by the State and, when requested, must be completed before Vendor personnel arrive on site.

Background checks shall be completed at the Vendor's expense.

41. Please clarify whether ADA-compliant facilities are required for all Base Camp types. If so, please identify the required level of ADA compliance and any applicable population ratios.

Reference the ADA Temporary Labor/Work Camp Requirements there should be 1 toilet per 15 people with a minimum of 5% ADA Compliant units, with no less than 1 unit per cluster.

42. Section 4.5 requires prior written approval before substituting key personnel. Please define "key personnel" for purposes of this solicitation.

Reference Section 3.1 spreadsheet.

43. Please clarify whether temporary chain-link fencing is a required component of the Base Camp or an optional service.

Temporary chain-link fencing is a required component of the Base Camp and shall be included in the all-inclusive turnkey Base Camp pricing.

44. Please clarify the meal identification requirement. Is the Vendor required to maintain meal attendance records identifying each resident by name and agency, or is the requirement limited to verifying authorization to receive meals?

The Vendor shall maintain meal attendance records documenting the name and agency of each Base Camp resident receiving meals.

45. Please clarify the respective responsibilities of the Government Incident Support Team and Vendor personnel in Base Camp management, including whether Government personnel will supervise Vendor personnel.

The Vendor shall supervise all Vendor-provided personnel. Government personnel will not supervise Vendor personnel. The Vendor shall provide overlapping roles, if required, to support Base Camp operations.

46. Please clarify what food services are required to be provided on a 24-hour, 7-day basis.

Breakfast, Lunch, Dinner, Lunch (Overnight). At least two (2) meals must be hot.

47. Please clarify the required quantity, capacity, and performance requirements for infrastructure support equipment, including fuel trucks, potable water trucks/trailers, wastewater treatment equipment, light towers, utility vehicles, and other support equipment identified in the solicitation.

Please also clarify whether equivalent alternative equipment may be proposed.

The quantity and capacity of infrastructure support equipment will depend on the Vendor's equipment configuration and capabilities and must be sufficient to meet the requirements of the applicable Base Camp Type. Yes, equivalent alternative equipment may be proposed.

48. Please clarify whether temporary structures require leveled hardwood flooring or whether industry-standard composite mat flooring or equivalent temporary flooring systems are acceptable.

Equivalent temporary floor systems are acceptable.

49. Please clarify whether the sleeping unit capacities identified in the Base Camp matrix represent

This question is unclear. Base Camp capacities as represented in the matrixes are required as defined by each Base Camp Type.

required capacities or examples of commonly available units.

50. Please clarify whether Vendors are required to provide a pre-arrival reservation or registration system for Base Camp personnel.

Yes. The Vendor is responsible for providing a pre-arrival reservation or registration system for Base Camp personnel.

All other terms, conditions, and requirements of the solicitation remain unchanged.

ATTACHMENT A: PRICING FORM

Vendor shall complete the Pricing Form in its entirety and submit it as part of its bid response. Pricing shall include all labor, transportation, equipment, tools, materials, supplies, mobilization, demobilization, and any other costs necessary to provide the Goods and Services described in this IFB. Unless otherwise specified, all pricing shall be submitted as all-inclusive rates in the format provided within this Pricing Form.

Base Camp Rate

Type 1-4 Turn Key Mobilization Rate

Demobilization Rate

Weekly Rate

Monthly Rate

Type I Turn Key Base Camp Type II Turn Key Base Camp Type III Turn Key Base Camp Type IV Turn Key Base Camp Mobile Base Camp

In State Staging Package Mobilization Rate

Demobilization Rate

Weekly Rate

Monthly Rate

Type I Turn Key Base Camp Type II Turn Key Base Camp Type III Turn Key Base Camp Type IV Turn Key Base Camp Mobile Base Camp

A la Carte Optional Add Ons Mobilization Rate

Demobilization Rate

Weekly Rate

Monthly Rate

Linens, Blankets and Pillows Public Wireless Internet and Computer Services Public Telephone Trailers K-9 Support Area Ground Support Unit ATM Machine U.S. Postal and Express Mail Services Sleeping Unit *8 Bed Sleeping Trailer Feeding Unit Shower Unit *8 Stall Shower Trailer Hand Washing Station Rest Room *8 Stall Restroom Trailer Laundry Unit *8 Set Laundry Trailer Medical Clinic Morale, Welfare and Recreation (MWR) Unit Administrative Office Additional Per Person Rate