STATE OF NORTH CAROLINA

DEPARTMENT OF PUBLIC SAFETY – EMERGENCY MANAGEMENT

Hazard Mitigation Grant Program (HMGP)

Request for Proposal #: 19-RFP-2386175081-RMT

4610-0005 Carteret County Elevations

Date of Issue: October 14, 2026

Proposal Opening Date: November 12, 2026

At 2:00 PM ET

Direct all inquiries concerning this RFP to:

Morgan Rilling

Contract Specialist

Morgan.Rilling@ncdps.gov

THIS SOLICITATION WILL REQUIRE TWO (2) SEPARATE SUBMISSIONS FROM

VENDORS

Ver: 07/2026

STATE OF NORTH CAROLINA

Request for Proposal #

19-RFP-2386175081-RMT

For internal State agency processing, including tabulation of proposals, provide your company’s eVP (Electronic Vendor Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public.

This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

This page shall be filled out and returned with your proposal.

Failure to do so may subject your proposal to rejection.

Vendor Name

Vendor eVP#

Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered Vendor in good standing. You must enter the Vendor number assigned through eVP (Electronic Vendor

Portal). If you do not have a Vendor number, register athttps://evp.nc.gov/SignIn

Electronic responses ONLY will be accepted for this solicitation.

https://evp.nc.gov/SignIn

Proposal Number: 19-RFP-2386175081-RMT Vendor: __________________________________________

Ver: 07/2026 2

EXECUTION

In compliance with this Request for Proposals (RFP), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.

By executing this proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies that:

this proposal is submitted competitively and without collusion (G.S. 143-54), none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and it is not an ineligible Vendor as set forth in G.S. 143-59.1.

Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor’s knowledge and belief, that:

it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency.

As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.

As required by Executive Order 24 (2017), the undersigned vendor certifies will comply with all Federal and State requirements concerning fair employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of any Contract arising from this solicitation.

G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public contracts; or awarding or administering public contracts; or inspecting or supervising delivery of the public contract of any gift from anyone with a contract with the State, or from any person seeking to do business with the State. By execution of this response to the RFP, the undersigned certifies, for Vendor’s entire organization and its employees or agents, that Vendor is not aware that any such gift has been offered, accepted, or promised by any employees of your organization.

By executing this proposal, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL TERMS AND CONDITIONS incorporated herein. These documents can be accessed from the ATTACHMENTS page within this document.

Refer ALL Inquiries regarding this RFP to:

Morgan Rilling morgan.rilling@ncdps.gov

Request for Proposal #: 19-RFP-2386175081-RMT Proposals will be publicly opened: November 12, 2026 at 2:00 PM ET Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/273869875462985?p=qk8pRM8CKsKqzoaVgw Meeting ID: 273 869 875 462 985 Passcode: wQ2cT6pN

Need help? | System reference Dial in by phone +1 984-204-1487,,542808411# United States, Raleigh Find a local number Phone conference ID: 542 808 411# Join on a video conferencing device Tenant key: ncgov@m.webex.com Video ID: 116 752 330 5 More info

Using Agency: NCDPS Hazard Mitigation Commodity No. and Description: 721110, Residential Elevation Project Requisition No.: RQ307810

STATE OF NORTH CAROLINA

Department of Public Safety https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fmeet%2F273869875462985%3Fp%3Dqk8pRM8CKsKqzoaVgw&data=05%7C02%7Cmorgan.rilling%40ncdps.gov%7Cc7f9a7d5a639484fc7d708df2a079d50%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C639275884328133075%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=ZgF3dr8pz2qsyJ21SDHL5XJ886IA38z%2Bfw3WjgDcDQI%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Faka.ms%2FJoinTeamsMeeting%3Fomkt%3Den-US&data=05%7C02%7Cmorgan.rilling%40ncdps.gov%7Cc7f9a7d5a639484fc7d708df2a079d50%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C639275884328163246%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=jFgykFOGOju5DhSk8F2VMCZyeL7YuIFB6p8kbB%2BHKX4%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fmeetup-join%2F19%253ameeting_M2ZjMTE1NWUtNWVjNS00ZGZiLTgxZjEtN2E4OWE1MDkxMmU2%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%7Cmorgan.rilling%40ncdps.gov%7Cc7f9a7d5a639484fc7d708df2a079d50%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C639275884328184570%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=Rdz7fN7ou%2F9PqGcAKtFNadET%2Fk%2BVqBVtHCdqKcVXHTE%3D&reserved=0 tel:+19842041487,,542808411 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fdialin.teams.cloud.microsoft%2Fc102d528-0544-4660-b869-294e85047e28%3Fid%3D542808411&data=05%7C02%7Cmorgan.rilling%40ncdps.gov%7Cc7f9a7d5a639484fc7d708df2a079d50%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C639275884328206644%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=co5Kf258TqRSvKBKby%2BlFHqaBi1njZA5m5susKzC66I%3D&reserved=0 mailto:ncgov@m.webex.com https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.webex.com%2Fmsteams%3Fconfid%3D1167523305%26tenantkey%3Dncgov%26domain%3Dm.webex.com&data=05%7C02%7Cmorgan.rilling%40ncdps.gov%7Cc7f9a7d5a639484fc7d708df2a079d50%7C7a7681dcb9d0449a85c3ecc26cd7ed19%7C0%7C0%7C639275884328229105%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=tzw5kuFwFo8tRip7v05qZKNVKh3DRolPms6zsPpontA%3D&reserved=0

Ver: 07/2026 3

Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals shall not be accepted.

COMPLETE/FORMAL NAME OF VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:

VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL:

VALIDITY PERIOD

Offer shall be valid for at least ninety 90 days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual agreement of the parties in writing. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this RFP.

ACCEPTANCE OF PROPOSAL

If your proposal is accepted, all provisions of this RFP, along with the written results of any negotiations, shall constitute the written agreement between the parties (“Contract”). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply. Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.

FOR STATE USE ONLY: Offer accepted and Contract awarded this________ day of __________, 20____, as indicated on

The attached certification, by ____________________________________________________________________.

(Authorized Representative of Department of Public Safety)

Ver: 07/2026 4

Contents

1.0 PURPOSE AND BACKGROUND

1.1 CONTRACT TERM

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

2.2 E-PROCUREMENT FEE

2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

2.4 RFP SCHEDULE

2.5 PROPOSAL QUESTIONS

2.6 PROPOSAL SUBMITTAL

2.7 PROPOSAL CONTENTS

2.8 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 PROPOSAL EVALUATION PROCESS

3.4 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 ADDITIONAL SERVICE LOCATIONS/ADDRESSES

4.2 PRICING

4.3 FINANCIAL STABILITY……………………………………………………………………………..21

4.4 APPROVED PRICING AND COSTS……………………………………………………………….21

4.5 CHANGE ORDER……………………………………………………………………………………22

4.5 WORK ORDER TERM

4.9 AGENCY INSURANCE REQUIREMENTS MODIFICATION

4.10 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS

4.11 SUBCONTRACTORS

4.12 SECRETARY OF STATE REGISTRATION

5.0 SPECIFICATIONS AND SCOPE OF WORK

5.1 RIGHT OF ENTRY RESTRICTIONS

5.2 ELEVATION SCOPE OF WORK

5.3 ADDITIONAL REQUIREMENTS

Ver: 07/2026 5

5.4 DELIVERABLES

5.5 WORK ORDER SPECIFICATIONS

5.6 WORK ORDER AUTHORIZATION AND COMPENSATION

6.0 CONTRACT ADMINISTRATION

6.1 CONTRACT MANAGER AND CUSTOMER SERVICE

6.2 SYSTEM for AWARD MANAGEMENT (SAM) REGISTRATION

6.3 INVOICES

6.4 POST AWARD BUSINESS REVIEW MEETINGS

6.5 CONTINUOUS IMPROVEMENT

6.6 PERIODIC WEEKLY STATUS REPORTS

6.7 ACCEPTANCE OF WORK

6.8 FAITHFUL PERFORMANCE

6.9 DISPUTE RESOLUTION

6.10 CONTRACT CHANGES

6.11 ATTACHMENTS…………………………………………………………………………………………37

Ver: 07/2026 6

1.0 PURPOSE AND BACKGROUND

The North Carolina Department of Public Safety (DPS), Division of Emergency Management (NCEM) is seeking proposals from those Qualified Vendors to provide elevation services for 4617-0005 Carteret County Elevations as described in the attached Scope of Work in this Request for Proposal (RFP).

Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.

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

1.1 CONTRACT TERM

The Contract shall have an initial term beginning on the date of award (the “Effective Date”) and continue for 12 months after the date of award or until the completion and acceptance of all work contained within the scope of work, whichever is sooner.

The Vendor will be held to the Project Time Frame provided by the Vendor in “Attachment A” and required to complete the required work in that span, subject to potential adjustments as a result of events beyond its reasonable control. The beginning and the time for completion of the of the Project Time Frame are essential conditions of the contract. Note that the Vendor’s Project Time Frame will not begin to run until the Vendor receives the Notice to Proceed. This Project Time Frame may be subject to adjustments pending evaluation and prior to award.

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 30 days before the end of the Contract’s then-current term. In addition to any optional renewal terms, and with the Vendor’s concurrence, the State reserves the right to extend the Contract after the last active term.

Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award, which are incorporated herein by reference. Vendor shall attach its response to this RFP for submission; however, any and all additional, modified or conflicting terms and conditions submitted on or with Vendor’s proposal shall be disregarded and shall not be considered part of any Work Order arising from this RFP. Any attempt to delete or avoid the force of the previous sentence shall render Vendor’s proposal invalid and non-responsive, and it shall not be considered.

2.2 E-PROCUREMENT FEE

ATTENTION: 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/.

2.3 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

It shall be the Vendor’s responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Vendors are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

If Vendors have questions or issues regarding any component of this RFP, those must be submitted as questions in accordance with the instructions in the PROPOSAL QUESTIONS Section. If the State determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP addendum. The State may also elect to leave open the possibility for later negotiation of specific provisions of the Contract that have been addressed during the question-and-answer period, prior to contract award.

http://eprocurement.nc.gov/

Ver: 07/2026 7

Other than through the process of negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s proposal or otherwise. This applies to any language appearing in or attached to the document as part of the Vendor’s proposal that purports to vary any terms and conditions or Vendors’ instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor’s proposal shall constitute a firm offer that shall be held open for the period required herein (“Validity Period” above).

The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon through negotiation and incorporated by way of a Best and Final Offer (BAFO). Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s proposal as nonresponsive.

2.4 RFP SCHEDULE

The table below shows the intended schedule for this RFP. The State will make every effort to adhere to this schedule.

Event Responsibility Date and Time Issue RFP State October 14, 2026 Submit Written Questions

Vendor October 29, 2026 by 5 PM

Provide Response to Questions

State November 5, 2026

Submit Proposals Vendor November 12, 2026 by 2 PM ET Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/273869875462985?p=qk8pRM8CKsKqzoaVgw Meeting ID: 273 869 875 462 985 Passcode: wQ2cT6pN

Need help? | System reference Dial in by phone +1 984-204-1487,,542808411# United States, Raleigh Find a local number Phone conference ID: 542 808 411# Join on a video conferencing device Tenant key: ncgov@m.webex.com Video ID: 116 752 330 5 More info

Contract Award State TBD

2.5 PROPOSAL QUESTIONS

Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the “Submit Written Questions” date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum.

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 RFP SCHEDULE Section of this RFP.

Vendors will enter “19-RFP-2386175081-RMT – Questions” as the subject of the message. Question submittals should include a reference to the applicable RFP 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.

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Reference Vendor Question

RFP Section, Page Number Vendor question …?

Questions received prior to the submission deadline date, the State’s response, and any additional terms deemed necessary by the State will be posted in the form of an addendum to the electronic Vendor Portal (eVP), https://evp.nc.gov, and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in the RFP and an addendum to this RFP.

2.6 PROPOSAL SUBMITTAL

IMPORTANT NOTE: Vendors shall upload the required files into two distinct sections within the Sourcing Tool at the same time as their RFP response. Specifically, vendors shall upload ATTACHMENT I: G.S. 143-64.31 CERTIFICATION and ATTACHMENT J:

QUALIFICATION CRITERIA FOR Design-build Bridging in the Sourcing Tool for the Qualifications Package, and the completed and signed RFP package and ATTACHMENT A: BID WORKSHEET (including the Elevation Bid Worksheet supplement) in the Sourcing Tool for the Proposal Package.

This is an absolute requirement. Vendor shall bear the risk of late submission due to unintended or unanticipated delay. It is the Vendor’s sole responsibility to ensure its bid has been received as described in this RFP by the specified time and date of opening. Failure to submit a proposal 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 proposals 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 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 Proposals submitted through the Content Section of the Ariba Sourcing Event will be considered. Proposals submitted through the Message Board will not be accepted or considered for award.

If confidential and proprietary information is included in the proposal, also submit one (1) signed, REDACTED copy of the proposal. Such information may include trade secrets defined by N.C. Gen. Stat. § 66-152 and other information exempted from the Public Records Act pursuant to N.C. Gen. Stat. §132- 1.2. Vendor may designate information, Products, Services, or appropriate portions of its response as confidential, consistent with and to the extent permitted under the statutes and rules set forth above. By so redacting any page, or portion of a page, the Vendor warrants that it has formed a good faith opinion, having received such necessary or proper review by counsel and other knowledgeable advisors, that the portions determined to be confidential and proprietary and redacted as such, meet the requirements of the Rules and Statutes set forth above.

However, under no circumstances shall price information be designated as confidential.

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

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If the Vendor does not provide a redacted version of the proposal with its submission, the Department may release an unredacted version if a record request is received.

2.7 PROPOSAL CONTENTS

Vendors shall provide responses to all questions and complete all attachments for this RFP 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 Proposal, in the State’s sole discretion. IMPORTANT NOTE: Each Design-builder shall submit in two separate submissions.

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

a) ATTACHMENT I: G.S. 143-64.31 CERTIFICATION

b) ATTACHMENT J: QUALIFICATION CRITERIA FOR Design-build Bridging

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

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

d) Completed and signed version of all EXECUTION PAGES, along with the body of the RFP (4.12 Secretary of State Registration,

6.2 SAM Registration).

Completed versions of the following;

e) ATTACHMENT A: BID WORKSHEET (excel document attached in Sourcing Tool)

f) ATTACHMENT C: SUBCONTRACTOR FORM

g) ATTACHMENT D: VENDOR ELECTRONIC PAYMENT FORM (Not required if previously submitted with State, if needed, as for form)

h) ATTACHMENT H: CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, & COOPERATIVE AGREEMENTS

i) ATTACHMENT L: CERTIFICATION OF FINANCIAL CONDITION

2.8 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

Relevant definitions for this RFP 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 RFP:

a) AUDIT: The contract(s) awarded pursuant to this RFP are subject to audits by state and federal agencies and/or their authorized independent auditors. The auditors may conduct contract performance, financial and/or forensic/fraud audits.

b) BASE FLOOD ELEVATION (BFE): The elevation shown on the Flood Insurance Rate Map (FIRM) that indicates the water surface elevation resulting from a flood that has a 1% chance of equaling or exceeding that level in any given year.

c) BATCH: A grouping of similar Work Orders/Scopes of Work grouped together.

d) CONSTRUCTION MANAGER (CM): A North Carolina licensed GC with construction management experience that will provide NCEM with construction management services.

e) CONSTRUCTION MANAGEMENT COSTS: Construction Management Costs, per this agreement, are those costs directly related to constructions management services on a per home/structure basis and do not include overall project fees. Per the attached bid worksheet, Construction Management Costs will be bid out on a per home/structure basis and reimbursement shall correspond directly to work actually performed on that home/structure. If a home/structure should withdraw prior to the completion, the Vendor shall receive a percentage of the total amount provided in this bid that corresponds to a percentage of the actual work performed. If a home withdraws prior to any constructions management services taking place for that home, then no Construction Management Costs will be awarded for that home/structure.

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f) CLOSEOUT: That period that runs from Substantial Completion (when the Certificates of Occupancy are obtained for each property in each project) until the remainder of contract obligations are completed by the Vendor. In this period, all remaining Request for Reimbursements (RFRs) and administrative documents must be provided.

g) DESIGN FLOOD ELEVATION (DFE): The regulatory flood elevation adopted by the local community which is equal to the base flood elevation plus freeboard.

h) ELEVATION: The process of elevating a structure to or above the DFE to reduce the risk of flood damage. An Elevation Certificate must be obtained for each property. In North Carolina, Elevation Certificates can only be signed/stamped by a Certified Land Surveyor.

i) ENGINEER OF RECORD (EOR): The Professional Engineer responsible for designing the plans and providing engineering insight during the design and construction phases of the project. The EOR is responsible for reviewing any necessary modifications before and during construction.

j) FREEBOARD: Freeboard is a factor of safety usually expressed in feet above a flood level for purposes of floodplain management. “Freeboard” tends to compensate for the many unknown factors that could contribute to flood heights greater than the height calculated for a selected size flood and floodway conditions, such as wave action, bridge openings, and the hydrological effect of urbanization of the watershed. The amount of freeboard required each project shall be verified with the local jurisdictions.

k) GC: General Contractor, licensed in the State of North Carolina.

l) NOTICE TO PROCEED (NTP): Notice to Vendor to commence work to be performed under this agreement. The NTP will be provided to the awarded Vendor at the pre-construction conference.

m) PE: Professional Engineer, licensed in the State of North Carolina.

n) PRIME CONTRACTOR: The person or firm who responds to this RFP and is responsible for daily oversight of the project.

This includes providing construction management, subcontracting construction services, managing timelines and budgets, acquiring the necessary designs and permits, as well as ensuring all inspections and certificates are acquired by completion of the project. Prime Contractor is also referred to as the Vendor and used interchangeably throughout this RFP.

o) PROJECT: A grouping of a single property or properties corresponding to specific project number. Multiple projects may be included on the same bid.

p) PROJECT MANAGER (PM): The person who leads the project, to whom the Vendor reports, ensuring overall project deadlines and project funds are distributed to all essential parties. For elevation projects, the project manager is a representative of the State.

q) PROJECT TIME FRAME: Vendor shall provide the anticipated Project Time Frame. This Project Time Frame, in calendar days, shall begin with the Notice to Proceed and conclude when all work called for in this RFP is completed. All work must be completed no later than 12 months after the contract has been executed.

r) RA: Registered Architect, licensed in the State of North Carolina.

s) RFP: Request for Proposal.

t) RFR: Request for Reimbursement.

u) SCOPE OF WORK: The agreed upon duties and responsibilities of the Vendor for each project site. The Scope of Work may only be altered by a change order.

v) STATE: The State of North Carolina, including any of its sub-units and political subdivision recognized under North Carolina law. The State and NCEM HM may be used interchangeable throughout this document.

w) STATE AGENCY: For purposes of this RFP, any sub-unit within the executive branch of the State, State Officials or Council of State Agencies that may have statutory, managerial or regulatory duties arising from or related to this RFP, State Disaster Recovery Acts of 2016, 2017 and 2018, and subsequent acts, and/or Hazard Mitigation Grant Program (HMGP) and these sub-units include but are not limited to: North Carolina Emergency Management (NCEM), Governor’s Office, Department of Public Safety (including NCEM and Division of Purchase & Logistics), Department of Administration (including State Construction Office and Purchase and Contract), State Building Commission, Department of Insurance, Department of Labor, Department of Insurance, Office of State Auditor, Office of the State Controller, Office of State Budget and Management, State Treasurer, Office of the Attorney General, and State licensing boards.

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x) VENDOR: Supplier, bidder, proposer, company, firm, corporation, partnership, individual, or other entity submitting a response to a Request for Proposal (RFP). Following award of a contract, the term refers to an entity receiving such an award. Vendor is also referred to as the Prime Contractor and used interchangeably throughout this RFP.

y) WORK ORDER: Specific, written authorization to perform the task(s) listed therein.

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all award decisions shall be in the State’s best interest. All qualified proposals will be evaluated, and awards will be made to the Vendor(s) meeting the specific RFP Specifications and achieving the highest and best final evaluation, based on the criteria described below.

NCEM will be awarding the resulting RFP based on the criteria listed in North Carolina G.S. 143-128.1B Design-build bridging contracts.

NCEM may obtain proposals from one or more potential Vendors. All proposals will be evaluated, and the award will be made based on the lowest responsive, responsible bid meeting specifications. Each project grouping may be evaluated and awarded separately.

While the intent of this RFP is to award a Contract(s) to a single vendor, the State reserves the right to make separate awards to different Vendors for one or more line items, to not award one or more line items or to cancel this RFP in its entirety without awarding a Contract, if it is considered to be most advantageous to the State to do so.

The State reserves the right to waive any minor informality or technicality in proposals received.

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

While this RFP is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging in conversations intended to influence the outcome of the evaluation. See Paragraph 29 of the Instructions to Vendors entitled

COMMUNICTIONS BY VENDORS.

Each Vendor submitting a proposal to this RFP, 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 proposal or qualifications, the content of another Vendor’s proposal, 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 proposals, 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 proposal 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 RFP or inquiries directed to the procurement lead named in this RFP regarding requirements of the RFP (prior to proposal submission) or the status of the award (after submission) are excepted from this provision.

3.3 PROPOSAL EVALUATION PROCESS

Only responsive submissions will be evaluated.

The State will conduct a Two-Step evaluation of Proposals:

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Proposals will be received from each Vendor as two separate volumes - the Qualification proposal and the Cost Proposal. Both proposals (Qualification and Cost) shall be signed and dated by an official authorized to bind the firm. Unsigned proposals will not be considered.

All proposals must be received by the issuing agency not later than the date and time specified in the RFP SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for proposals, not a 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 that date and time specified in the RFP SCHEDULE Section above, unless modified by Addendum, the package containing the qualification proposals from each responding Vendor will be publicly opened and the name of each Vendor announced publicly..

a) The state shall evaluate each RFP submission to determine if the Design-builder qualifies based on the Selection Criteria for Qualification (Attachments I & J).

b) The State shall review the responses to this RFP to confirm that they meet the specifications and requirements. The State reserves the right to waive any minor informality or technicality.

c) From the grouping of the top three design-builders, the governmental entity shall select the design builder who is the lowest responsive, responsible bidder based on the cumulative amount of fees provided in accordance with subdivision (d)(10) of this section taking into consideration quality, performance, and time specified in the proposals for the performance of the contract. The State may request additional formal responses or submissions from any or all Vendors for the purpose of clarification or to amplify the materials presented in the RFP. Vendors are cautioned, however, that the State is not required to request clarification, and often does not. Therefore, all responses should be complete and reflect the most favorable terms available from Vendor. Prices cannot be altered or modified as part of a clarification.

d) The State reserves the right to contact references as well as any other known sources to verify Vendor’s past performance.

This information may be considered in making an award.

e) Vendors are cautioned that this is a Request for Proposal, not a request or an offer 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.

Upon completion of the evaluation process, the State will make award(s) based on the evaluation and post the award(s) to the State’s eVP website under the RFP number for this solicitation. Award of a Contract to one Vendor does not mean that the other proposals lacked merit, but that, all factors considered, the selected proposal was deemed most advantageous and represented the best value to the State.

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 INTERPRETATION OF TERMS AND PHRASES

This RFP serves two functions: (1) to advise potential Vendors of the parameters of the solution 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 proposals should be evaluated or rejected, the State will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the State’s needs as described in the RFP. Except as specifically stated in the RFP, 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 proposal in its entirety.

3.5 CONFIDENTIALITY DURING PROCESS

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During the evaluation period and prior to award, all information concerning the responses and evaluation is confidential, and possession of the responses and accompanying information is limited to personnel of the issuing agency and any third parties involved in this procurement process, and to the committee responsible for participating in the evaluation. Any attempt on behalf of Vendor to gain such confidential information, or to influence the evaluation process (e.g., contact anyone involved in the evaluation, criticize another Vendor, offer any benefit or information not contained in the proposal) in any way is a violation of North Carolina purchasing law and regulations and shall constitute sufficient grounds for disqualification of Vendor’s offer from further evaluation or consideration in the discretion of the State (NCAC 05B. 0103).

3.6 NOTICE TO VENDORS REGARDING TERMS AND CONDITIONS

It shall be Vendor’s responsibility to read the Instructions, the State’s terms and conditions, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

If Vendors have questions, issues, or exceptions regarding any term, condition, instruction, or other component within this RFP, those shall be submitted as questions to the Agency pursuant to Section 2.3 of this RFP. If the State determines that any changes will be made as a result of the points raised, then such decisions will be communicated in the form of an addendum. Other than through this process, and subject to the provisions of Section 2.3, the State rejects and shall not be required to evaluate or consider any additional or modified terms and conditions or Instructions to Vendor submitted with Vendor’s bid. This applies to any language appearing in or attached to the RFP as part of the Vendor’s proposal that purports to vary any terms and conditions or FEMA rules, requirements, standards, HMGP requirements and/or the State’s instructions herein or to render the RFP as non-binding or subject to further negotiation. Vendor’s proposal shall constitute a firm offer to perform HMGP contracts assigned or awarded to Vendor after competitive bidding. By execution and delivery of a response to the RFP, Vendor agrees that any additional or modified terms and conditions, including Instructions to Vendors, whether submitted purposely or inadvertently, or any purported condition to the offer shall have no force or effect, and will be disregarded unless expressly agreed upon through 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 grounds to reject Vendor’s Bid as non-responsive.

4.0 REQUIREMENTS

This Section lists the requirements related to this RFP. By submitting a proposal, 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 RFP. 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 proposal, the Vendor is urged to submit these items in the form of a question during the question-and-answer period in accordance with the Proposal Questions Section above.

4.1 ADDITIONAL SERVICE LOCATIONS/ADDRESSES

The State may add, remove, or modify service locations, facilities, sites, or addresses throughout the term of the Contract based on operational requirements. There shall be no minimum or maximum number of locations or addresses that may be added to or serviced under the Contract. The number and location of Services required shall be determined solely by the State's operational needs and available funding. Any additional location or address must be within the scope of the Contract and shall be authorized by the State in accordance with applicable procurement laws, rules, policies, and Contract requirements. The Vendor agrees to provide Services at any authorized additional location at the applicable Contract rates and terms. The addition or removal of locations shall not, by itself, entitle the Vendor to an increase in the Contract rates or any additional compensation.

4.2 PRICING

This RFP requires Vendor to provide its best price per line item for each project, whether that be per square-foot or a lump-sum fixed price, including all applicable charges for labor, materials, transportation, general and administrative overhead, and profit for each project within this RFP. Complete “ATTACHMENT A: PROPOSAL WORKSHEET” and “Attachment A supplement” (Worksheets Attached in Email) and include in Proposal. The individual pricing items provided in “ATTACHMENT A and Attachment A supplement”, or resulting from any negotiations, is incorporated herein and shall become the price for each element on the resulting Contract.

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This RFP will require the Vendor to provide the best price per square foot (or lump sum fixed price) for each project bid for elevation. Any costs not reflected in the Work Order (WO) will be paid out according to an authorized change order after showing documentation that additional costs are required by the Authority Having Jurisdiction. The Work Order (WO) is a comprehensive document that contains the awarded vendor name, price awarded pursuant to this RFP, address of the project, program and insurance requirements that shall be followed by awarded vendor. Change Order pricing shall be negotiated between Vendor and NCEM.

Price shall constitute the total cost to the State for all deliverables required in each Work Order. Vendor shall not invoice for any amounts not specifically allowed for in this Work Order Batch per “ATTACHMENT A: BID WORKSHEET” and included with Vendor’s bid. Vendor shall submit for any and all projects in this RFP.

4.2.1 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.

4.3 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 L: 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.

4.4 APPROVED PRICING AND COSTS

CONSTRUCTION COSTS: Vendors will have to agree to pricing, which is different depending upon the batch awarded. For projects $30,000 and above, Vendors shall provide proposing pricing for appropriate items specified on ATTACHMENT A: BID WORKSHEET. Any changes to prices will be used for future bids and will not be retroactive for projects which already have signed Notices to Proceed.

4.5 CHANGE ORDER

The State may at any time, as the need arises, order changes within the Scope of Work without invalidating the contract. If such changes increase or decrease the amount due under the contract, or in the time required for performance of the work, an equitable…