NCEM Roof Tarps

The North Carolina Division of Emergency Management (NCEM) is conducting an Invitation for Bids (IFB) to establish a three-year Agency Specific Term Contract for roof tarps to support disaster preparedness and emergency response throughout North Carolina. The procurement seeks multiple qualified vendors to supply roof tarps in two sizes: 20'x30' and 25'x40', constructed from polyethylene with a minimum 6 mil thickness, fiber coating, reinforced corner guards, hemmed edges, rust-resistant aluminum grommets, and heat-sealed seams. All tarps must be 100% waterproof, mildew and acid resistant, rot resistant, and tear resistant, individually packaged and shipped on shrink-wrapped pallets. NCEM estimates potential requirements of up to 5,000 tarps over the contract period, though no minimum or maximum quantities are guaranteed. Vendors must submit pricing on the provided Attachment A Pricing Form with quantity breaks for 100-500, 501-1,000, and 1,001+ tarps, specify availability within 12 and 24 hours, and indicate pallet configurations for standard trailers. Prices must remain firm for one year from the contract effective date, with any increases subject to mutual written agreement and State approval. Critical deadlines include written questions due by April 17, 2026, at 2:00 PM EST, with State responses provided by April 23, 2026; sample submissions due May 1, 2026; and sealed bids due May 7, 2026, at 2:00 PM EST via the Ariba Sourcing Tool. Bid opening will occur publicly via Microsoft Teams on May 7, 2026, at 2:00 PM EST, with contract award anticipated at a later date to be determined.

Vendors must be North Carolina registered in good standing, provide eVP (Electronic Vendor Portal) numbers, and register with the NC Secretary of State prior to contract execution. Additional requirements include submission of three customer references, a financial stability certification, documentation of HUB (Historically Underutilized Business) participation, proof of North Carolina Secretary of State registration, sustainability efforts documentation, and certification regarding lobbying activities. The solicitation does not identify any incumbent vendors or current contractors, nor does it specify an explicit budget range or award value; however, the estimated requirement of up to 5,000 tarps suggests a substantial contract value over the three-year term. The State intains the right to award this contract to multiple vendors to ensure adequate emergency response capacity and retains the discretion to waive minor informalities, reject any or all bids, negotiate with vendors, or cancel the solicitation entirely. All awarded vendors must maintain 24/7/365 emergency contact availability and capability to respond to order requests after hours, on weekends, and during holidays. No specific set-asides for disadvantaged enterprises are referenced in the solicitation documents, though HUB participation information is required as part of the vendor submission package.