REQUEST FOR QUALIFICATION CONTRACTORS FOR AERIAL IMAGERY QUALITY CONTROL SURVEYS

STATE OF NORTH CAROLINA
DEPARTMENT OF PUBLIC SAFETY
EMERGENCY MANAGEMENT - Hazard Mitigation Program Support
North Carolina Geodetic Survey (NCEM-HMPS-NCGS)
REQUEST FOR QUALIFICATION (RFQ):
CONTRACTORS FOR
AERIAL IMAGERY QUALITY CONTROL SURVEYS
Request for Qualifications Applications No: 19-RFQ-2247691426-PTW
Date of Issue: June 11, 2026
Proposal Opening Date: June 25, 2026
At 2:00 PM ET
Direct all inquiries concerning this RFQ to:
Tim Pendergrass
Procurement Specialist III

STATE OF NORTH CAROLINA
Request for Qualification #
19-RFQ-2247691426-PTW
______________________________________________________
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 at (click on link) Home * eVP
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Proposal Number: 19-RFQ-2247691426-PTW Vendor: __________________________________________
STATE OF NORTH CAROLINA
DEPARTMENT OF PUBLIC SAFETY
Refer ALL Inquiries regarding this RFQ to the Request for Qualification #: 19-RFQ-2247691426-PTW
procurement lead through the Message Board in Proposals will be publicly opened: June 25, 2026, at 2:00pm, ET
the Sourcing Tool. See section 2.6 for details: Meeting ID: 248 023 748 201 964
Passcode: K8CE6VH3
Using Agency: NCDPS & NC Emergency Commodity No. and Description: 821316 Aerial Surveys & Mapping
Management
Requisition No.: RQ281578
EXECUTION
In compliance with this Request for Qualifications (RFQ), 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
RFQ, 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 RFQ, 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 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 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:
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Proposal Number: 19-RFQ-2247691426-PTW Vendor: __________________________________________
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: FAX NUMBER:
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 RFQ.
ACCEPTANCE OF PROPOSAL
If your proposal is accepted, all provisions of this RFQ, 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)
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Proposal Number: 19-RFQ-2247691426-PTW Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................. 5
1.1 PROGRAM STATUS (Deliverables) ....................................................................................... 6
1.2 CONTRACT TERM .................................................................................................................. 6
2.0 GENERAL INFORMATION ....................................................................................................... 6
2.1 REQUEST FOR QUALIFCATION DOCUMENT ...................................................................... 6
2.2 E-PROCUREMENT FEE ......................................................................................................... 6
2.3 NOTICE TO VENDORS REGARDING RFQ TERMS AND CONDITIONS ............................... 7
2.4 RFQ SCHEDULE ..................................................................................................................... 7
2.5 RFQ QUESTIONS ................................................................................................................... 8
2.6 LETTER OF QUALIFICATIONS SUBMITTAL ......................................................................... 8
2.7 PROPOSAL CONTENTS ........................................................................................................ 9
2.8 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ........................................................... 10
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ..................................... 11
3.1 METHOD OF AWARD ........................................................................................................... 11
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION....... 11
3.3 PROPOSAL EVALUATION PROCESS ................................................................................. 12
3.4 EVALUATION CRITERIA ...................................................................................................... 12
3.5 EVALUATION METHOD ....................................................................................................... 13
3.6 INTERPRETATION OF TERMS AND PHRASES .................................................................. 14
4.0 REQUIREMENTS ................................................................................................................... 14
4.1 INVOICES .............................................................................................................................. 14
4.2 FINANCIAL STABILITY ........................................................................................................ 14
4.3 HUB PARTICIPATION .......................................................................................................... 15
4.4 VENDOR EXPERIENCE ........................................................................................................ 15
4.5 REFERENCES ...................................................................................................................... 15
4.6 BACKGROUND CHECKS ..................................................................................................... 15
4.7 PERSONNEL ......................................................................................................................... 16
4.8 VENDOR'S REPRESENTATIONS ........................................................................................ 16
4.9 AGENCY INSURANCE REQUIREMENTS MODIFICATIONS ...... Error! Bookmark not defined.
5.0 SCOPE OF QUALIFICATIONS ............................................................................................... 17
5.1 SCOPE OF SERVICES ......................................................................................................... 17
5.2 DELIVERY ORDERS AND REPORTING .............................................................................. 17
5.3 DIGITAL DATA ...................................................................................................................... 18
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Proposal Number: 19-RFQ-2247691426-PTW Vendor: __________________________________________
5.4 PROJECT ORGANIZATION .................................................................................................. 18
5.5 LICENSING REQUIREMENTS .............................................................................................. 18
6.0 CONTRACT ADMINISTRATION............................................................................................. 18
6.1 CUSTOMER SERVICE ............................................................................................................ 18
6.2 POST AWARD PROJECT REVIEW MEETINGS .................................................................... 18
6.3 CONTINUOUS IMPROVEMENT ............................................................................................. 19
6.4 PERIODIC STATUS REPORTS .............................................................................................. 19
6.5 ACCEPTANCE OF WORK ...................................................................................................... 19
6.6 TRANSITION ASSISTANCE ................................................................................................... 19
6.7 DISPUTE RESOLUTION ......................................................................................................... 19
6.8 CONTRACT CHANGES .......................................................................................................... 20
6.9 ATTACHMENTS ..................................................................................................................... 20
ATTACHMENT A: INSTRUCTIONS TO VENDORS .......................................................................... 21
ATTACHMENT B: NORTH CAROLINA GENERAL TERMS & CONDITIONS ................................... 21
ATTACHMENT C: FEMA RULES AND REGULATIONS (2 CFR Part 200, Appendix II) ................. 21
ATTACHMENT D: HUB SUPPLEMENTAL VENDOR INFORMATION .............................................. 29
ATTACHMENT E: CUSTOMER REFERENCE FORM ....................................................................... 31
ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION .................................................. 33
ATTACHMENT H: CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, & COOPERATIVE
AGREEMENTS ....................................................................................................................... 34
ATTACHMENT I: SF254 ARCHITECT-ENGINEER AND RELATED SERVICES .............................. 35
ATTACHMENT J: SPECIAL PROBLEM REPORT FORM TEMPLATE ............................................ 36
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Proposal Number: 19-RFQ-2247691426-PTW Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The North Carolina Geodetic Survey (NCGS), which is administratively located in the Department of Public Safety/North Carolina
Emergency Management/ Hazard Mitigation Program Support intends to award multiple Qualifications-Based Selection (QBS)
contracts to qualified private surveying firms (henceforth referred to as the "Vendor") for the purpose of performing aerial
imagery quality control (QC) surveys utilizing Global Navigation Satellite System (GNSS) and traditional survey methods to
support the Statewide Digital Ortho imagery Project.
Note: The purpose of the Ortho imagery project, which is funded by the North Carolina 911 Board (N.C. 911 Board | NCDIT), is
to collect seamless aerial imagery for use by local 911 agencies; local, state and federal agencies; and the public.
The work required by this Request for Qualification (RFQ) will consist of performing horizontal and vertical
QC survey projects (adhering to HMPS-NCGS stipulated standards and specifications).
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Proposal Number: 19-RFQ-2247691426-PTW Vendor: __________________________________________
1.1 PROGRAM STATUS (Deliverables)
a) Describe the Vendor's capability to produce the required survey products in both digital and hardcopy formats. Include up
to three (3) recent (within the past 5 years), appropriate examples in this section or in the "Supporting information and
exhibits" packet. For each project, list or state the following:
* Client's name (company, agency, municipality, or individual)
* Location, dates, and geographic size
* Name, title, and current telephone number of the contact person(s) in the client's organization
* Types of survey work performed
* Survey standards and specifications met or exceeded
* Surveying and mapping products produced
* Whether the project was completed on time and within budget
b) The Vendor shall furnish HMPS-NCGS with digital formats of any or all of the following survey
products as specified and requested by HMPS-NCGS:
i. Weekly project status reports:
* Emailed to the Technical administrator, Gary Thompson (gary.thompson@ncdps.gov), by 5:00 pm on the
following Monday.
* Subject heading format: "CAIQC: Weekly report [start MM/DD - end MM/DD] from [Firm name]" Ex. CAIQC:
Weekly report (05/31 - 06/05) from XYZ Surveyors, Inc.
* Message content: Brief summary of the project's status and the week's activities.
ii. Recovery and field notes for any geodetic monument used in the project
iii. Excel spreadsheet listing QC point name, positional information, combined grid factor, and
brief description
iv. Photographs of each aerial imagery QC point Note: If the QC photograph is incorporated into the QC Excel
spreadsheet, this deliverable is met.
v. Signed and sealed complete and accurate report of work performed
Note: HMPS-NCGS will specify the digital format for all deliverables.
1.2 CONTRACT TERM
The Contract shall have a term of three (3) years, beginning on the date of final Contract execution (the "Effective Date"). The
Vendor shall begin work under the Contract within forty-eight (48) hours of notification.
Proposals shall be submitted in accordance with the terms and conditions of this RFQ and any addenda issued hereto.
2.0 GENERAL INFORMATION
2.1 REQUEST FOR QUALIFCATION DOCUMENT
The Request for Qualification is comprised of this RFQ document, any attachments, and any addenda released before the deadline
for responses to this RFQ. All attachments and addenda released for this RFQ in advance of any Contract award are incorporated
herein by reference. Vendor may attach its Letter of Qualifications to this RFQ for submission; however, any and all additional,
modified or conflicting terms and conditions submitted on or with Vendor's LOQ shall be disregarded and shall not be considered
a part of any contract arising from this RFQ. Any attempt to delete or avoid the force of the previous sentence shall render Vendor's
proposal invalid, and it shall not be considered.
2.2 E-PROCUREMENT FEE
ATTENTION: This is an NC eProcurement solicitation facilitated by the Ariba Network. 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 (click on link): Home Page | NC eProcurement
What is the Ariba Network?
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Proposal Number: 19-RFQ-2247691426-PTW Vendor: __________________________________________
The Ariba Network is a web-based platform that serves as a connection point for buyers and vendors. Vendors can log in to the
Ariba Network to view purchase orders, respond to electronic requests for quotes, participate in Sourcing Events, and collaborate
with buyers on contract documents.
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 (click on link): Vendor Training | NC eProcurement
2.3 NOTICE TO VENDORS REGARDING RFQ 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 RFQ 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 RFQ.
If Vendors have questions, issues, regarding any component of this RFQ, those must be submitted as questions in accordance with
the instructions in the RFQ 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 RFQ 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 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 in its discretion to consider Vendor proposed modifications. By execution and delivery of this RFQ
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. Noncompliance with, or any attempt to alter or delete, this
paragraph shall constitute sufficient grounds to reject Vendor's proposal as nonresponsive.
2.4 RFQ SCHEDULE
The table below shows the intended schedule for this RFQ. The State will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFQ State June 11, 2026
Submit Written Vendor June 18, 2026, by 2:00pm, ET
Questions
Provide Response to State June 19, 2026
Questions
Submit Proposals Vendor June 25, 2026, by 2:00pm, ET
Microsoft Teams meeting
Join:
https://teams.microsoft.com/meet/248023748201964?p=LVDM5vSh0YmEEw4CTR
Meeting ID: 248 023 748 201 964
Passcode: K8CE6VH3
Need help? | System reference
Dial in by phone
+1 984-204-1487,,965874545# United States, Raleigh
Find a local number
Phone conference ID: 965 874 545#
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Proposal Number: 19-RFQ-2247691426-PTW Vendor: __________________________________________
Join on a video conferencing device
Tenant key: ncgov@m.webex.com
Video ID: 118 341 171 4
More info
Contract Award State To be determined
2.5 RFQ QUESTIONS
Upon review of the RFQ documents, Vendors may have questions to clarify or interpret the RFQ 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 RFQ 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 RFQ SCHEDULE Section of this RFQ.
Vendors will enter "RFQ #: 19-RFQ-2247691426-PTW - Questions" as the subject of the message. Question submittals should
include a reference to the applicable RFQ 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 RFQ. 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 RFQ, shall be considered authoritative or binding. Vendors shall rely only on written material
contained in the RFQ and an addendum to this RFQ.
2.6 LETTER OF QUALIFICATIONS SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Late Letters of Qualifications, 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 unanticipated delay. It is the Vendor's sole responsibility to ensure its Letter of Qualifications has been
received as described in this RFQ 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 proposal(s). Solicitation responses are subject to Sealed
Bidding requirements.
Vendor's LOQs for this procurement vehicle 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: Vendor Training | NC eProcurement
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 Letters of Qualifications 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.
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