19-RFQ-2431100238-BJL FLIR Units Repair and Installation

STATE OF NORTH CAROLINA
Emergency Management
Request for Quotes #: 19-RFQ-2431100238-BJL
FLIR Units Repair and Installation
Date of Issue: October 15, 2026
Bid Opening On or Before: October 22, 2026, at 2:00 PM ET
Direct all inquiries concerning this RFQ to:
Janet Brown
Procurement Specialist
Email: janet.brown45@ncdps.gov
Phone: 919-792-6904

STATE OF NORTH CAROLINA
Request for Quotes #
19-RFQ-2431100238-BJL
______________________________________________________
For internal State agency processing, including tabulation of bids, provide your company's eVP (Electronic Vendor
Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This
page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available
for public inspection.
This page shall be filled out and returned with your bid.
Failure to do so may subject your bid to rejection.
___________________________________________________
Vendor Name
______________________________
Vendor eVP#
Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered
Vendor in good standing. You must enter the Vendor number assigned through eVP (Electronic Vendor
Portal). If you do not have a Vendor number, register at https://evp.nc.gov/SignIn
Electronic responses ONLY will be accepted for this solicitation.
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Bid Number: 19-RFQ-2431100238-BJL Vendor: __________________________________________
STATE OF NORTH CAROLINA
Division of Emergency Management
Refer ALL Inquiries regarding this RFQ to: Request for Quotes #: 19-RFQ-2431100238-BJL
Janet Brown janet.brown45@ncdps.gov Bids will be publicly opened: on or before October 15, 2026
Using Agency: NCEM Commodity No. and Description: 781818 Fixed wing aircraft
Requisition No.: RQ315854 maintenance and repair services
EXECUTION
In compliance with this Request for Quotes (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 bid, the undersigned Vendor understands that false certification is a Class I felony and certifies that:
this bid is submitted competitively and without collusion (G.S. 143-54),
none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of
the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and
it is not an ineligible Vendor as set forth in G.S. 143-59.1.
Furthermore, by executing this bid, the undersigned certifies to the best of Vendor's knowledge and belief, that:
it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from
covered transactions by any Federal or State department or agency.
As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this
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 ATTACHMENTS page within this document.
Failure to execute/sign bid prior to submittal may render bid invalid and it MAY BE REJECTED. Late bids shall not be accepted.
COMPLETE/FORMAL NAME OF VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:
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Bid Number: 19-RFQ-2431100238-BJL Vendor: __________________________________________
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
VALIDITY PERIOD
Offer shall be valid for at least sixty (60) 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 BIDS
If your bid 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 Department of Public Safety)
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Bid Number: 19-RFQ-2431100238-BJL Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................. 5
1.1 CONTRACT TERM ..................................................................................................................... 5
2.0 GENERAL INFORMATION ....................................................................................................... 5
2.1 REQUEST FOR QUOTES DOCUMENT .................................................................................. 5
2.2 ePROCUREMENT FEE ........................................................................................................... 5
2.3 NOTICE TO VENDORS REGARDING RFQ TERMS AND CONDITIONS ............................... 5
2.4 RFQ SCHEDULE ..................................................................................................................... 6
2.5 BID SUBMITTAL ..................................................................................................................... 6
2.6 BID CONTENTS ...................................................................................................................... 6
2.7 ALTERNATE BIDS .................................................................................................................. 6
2.8 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ................................................................ 7
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS .................................................... 7
3.1 METHOD OF AWARD ............................................................................................................. 7
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION......... 7
3.3 QUOTE EVALUATION PROCESS .......................................................................................... 7
3.4 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................... 8
3.5 INTERPRETATION OF TERMS AND PHRASES .................................................................... 8
4.0 REQUIREMENTS ..................................................................................................................... 8
4.1 PRICING .................................................................................................................................. 8
4.2 FINANCIAL STABILITY .......................................................................................................... 9
4.3 REFERENCES ........................................................................................................................ 9
4.4 BACKGROUND CHECKS ....................................................................................................... 9
4.5 PERSONNEL ........................................................................................................................... 9
4.6 VENDOR'S REPRESENTATIONS .......................................................................................... 9
4.7 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................. 10
4.8 SUBCONTRACTORS ............................................................................................................ 10
4.9 SECRETARY OF STATE REGISTRATION ........................................................................... 10
5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 10
5.1 SPECIFICATIONS ................................................................................................................. 10
5.2 TASKS/DELIVERABLES ...................................................................................................... 10
6.0 CONTRACT ADMINISTRATION............................................................................................. 11
6.1 INVOICES .............................................................................................................................. 11
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Bid Number: 19-RFQ-2431100238-BJL Vendor: __________________________________________
6.2 CONTINUOUS IMPROVEMENT ............................................................................................ 11
6.3 ACCEPTANCE OF WORK .................................................................................................... 11
6.4 FAITHFUL PERFORMANCE ................................................................................................. 11
6.5 DISPUTE RESOLUTION ...................................................................................................... 11
6.6 CONTRACT CHANGES ........................................................................................................ 12
7.0 ATTACHMENTS ..................................................................................................................... 13
ATTACHMENT: PRICING .................................................................................................................. 13
ATTACHMENT: INSTRUCTIONS TO VENDORS .............................................................................. 13
ATTACHMENT: NORTH CAROLINA GENERAL TERMS AND CONDITIONS ................................. 13
ATTACHMENT: CUSTOMER REFERENCE TEMPLATE .................................................................. 13
ATTACHMENT: LOCATION OF WORKERS UTILIZED BY VENDOR .............................................. 13
ATTACHMENT: CERTIFICATION OF FINANCIAL CONDITION ....................................................... 13
ATTACHMENT: CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE
AGREEMENTS ....................................................................................................................... 13
ATTACHMENT: DISCLOSURE OF LOBBYING ACTIVITIES ............................................................ 13
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Bid Number: 19-RFQ-2431100238-BJL Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
Specialized maintenance coordination, aircraft removal and reinstallation, original equipment manufacturer logistics, factory
repair coordination, and required software upgrade support for the following Forward Looking Infrared systems operated by the
Civil Air Patrol North Carolina Wing. NCEM Owned FLIR Assets (2) managed by the NC Wing Civil Air Patrol on 2 aircraft in need of
removal, repair, and installation. There are 2 aircraft in the state with FLIR and both are broken.
The intent of this solicitation is to award an Agency Specific Contract.
1.1 CONTRACT TERM
This is a one-time buy for services, beginning on the date of final Contract execution. The Vendor shall begin work under the
Contract within fourteen (14) business days of the Effective Date.
Bids 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 QUOTES DOCUMENT
This RFQ is comprised of the base RFQ document, any attachments, and any addenda released before Contract award, which are
incorporated herein by reference.
2.2 ePROCUREMENT FEE
ATTENTION: The eProcurement fee may apply to this solicitation. See the paragraph entitled ELECTRONIC PROCUREMENT of the
North Carolina General Terms and Conditions.
General information on the eProcurement Services can be found at: http://eprocurement.nc.gov/.
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 or issues regarding any component of this RFQ, those must be submitted as questions in accordance
with the instructions in the BID QUESTIONS Section. If the State determines that any changes will be made as a result of the
questions asked, then such decisions will be communicated in the form of an 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 bid or otherwise. This applies to any language
appearing in or attached to the document as part of the Vendor's bid that purports to vary any terms and conditions or Vendors'
instructions herein or to render the bid non-binding or subject to further negotiation. Vendor's bid shall constitute a firm offer
that shall be held open for the period required herein ("Validity Period" above).
The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this 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 unless expressly agreed upon during negotiations and
incorporated by way of a Best and Final Offer (BAFO). Noncompliance with, or any attempt to alter or delete, this paragraph
shall constitute sufficient grounds to reject Vendor's bid as nonresponsive.
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Bid Number: 19-RFQ-2431100238-BJL Vendor: __________________________________________
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 October 15, 2026
Submit Bids Vendor On or before October 22, 2026, 2:00 PM ET
Contract Award State TBD
2.5 BID SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will not be opened or considered, and will be
automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to unintended or
unanticipated delay. It is the Vendor's sole responsibility to ensure its bid has been received as described in this RFQ by the specified
time and date of opening. The time and date of receipt will be marked on each bid when received. Any bid or portion thereof
received after the bid deadline will be rejected.
IMPORTANT NOTE: It is the responsibility of the Vendor to have the signed quote physically in this Office by the specified time and
date of opening, regardless of the method of delivery. This is an absolute requirement. The time of delivery will be marked on
each quote when received, and any quote received after the submission deadline will not be accepted or evaluated. Quotes, subject
to the conditions made a part hereof, will be received at the address indicated in the table in this Section, for furnishing and
delivering the commodity as described herein.
2.6 BID CONTENTS
Vendors shall populate all attachments of this RFQ that require the Vendor to provide information and include an authorized
signature where requested. Failure to provide all required items, or Vendor's submission of incomplete items, may result in the
State rejecting Vendor's bid, in the State's sole discretion.
Vendor RFQ responses shall include the following items and attachments, which shall be arranged in the following order:
a) Title Page: Include the company name, address, phone number and authorized representative along with the Bid Number.
b) Completed and signed version of all EXECUTION PAGES, along with the body of the RFQ.
c) Signed receipt pages of any addenda released in conjunction with this RFQ, if required to be returned.
d) Vendor's Response. (Section 5.0 Scope of Work and Specifications, 4.9 Secretary of State Registration)
e) Completed version of ATTACHMENT: PRICING
f) Completed version of ATTACHMENT: CUSTOMER REFERENCE FORM
g) Completed version of ATTACHMENT: LOCATION OF WORKERS UTILIZED BY VENDOR
h) Completed and signed version of ATTACHMENT: CERTIFICATION OF FINANCIAL CONDITION
i) Completed and signed version of ATTACHMENT: CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE
AGREEMENTS
j) Completed and signed version of ATTACHMENT: DISCLOSURE OF LOBBYING ACTIVITIES
2.7 ALTERNATE BIDS
Unless provided otherwise in this RFQ, Vendor may submit alternate bids for comparable Goods, various methods or levels of
Service(s), or that propose different options. Alternate bid must specifically identify the RFQ requirements and advantage(s)
addressed by the alternate bid. Any alternate bid, in addition to the marking described above, must be clearly marked with the
legend: "Alternate Bid #19-RFQ-2431100238-BJL". Each bid must be for a specific set of Goods and Services and must include
specific pricing. If a Vendor chooses to respond with various offerings, each must be offered with a separate price and be contained
in a separate bid. Each bid must be complete and independent of other bids offered.
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Bid Number: 19-RFQ-2431100238-BJL Vendor: __________________________________________
2.8 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS
Relevant definitions for this RFQ are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found below which are
incorporated herein by this reference.
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS
3.1 METHOD OF AWARD
North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the
additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all
award decisions shall be in the State's best interest.
All responsive bids will be reviewed, and an award or awards will be based on the responsive bid(s) offering the lowest price that
meets the specifications provided herein, to include any required verifications set out here in such as but not limited to past
performance, references, and financial documents.
While the intent of this RFQ 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 RFQ in its entirety without
awarding a Contract, if it is considered to be most advantageous to the State to do so.
The State reserves the right to waive any minor informality or technicality in bids received.
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION
While this RFQ is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging
in conversations intended to influence the outcome of the evaluation. See Paragraph 29 of the Instructions to Vendors entitled
COMMUNICATIONS BY VENDORS.
Each Vendor submitting a bid to this RFQ, including its employees, agents, subcontractors, suppliers, subsidiaries and affiliates, is
prohibited from having any communications with any person inside or outside the using agency; issuing agency; other government
agency office or body (including the procurement lead named above, any department secretary, agency head, members of the
General Assembly and Governor's office); or private entity, if the communication refers to the content of Vendor's bid or
qualifications, the content of another Vendor's 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 RFQ, or inquiries directed to the procurement lead named in this RFQ regarding requirements of the RFQ (prior to proposal
submission) or the status of the award (after submission) are excepted from this provision.
3.3 QUOTE EVALUATION PROCESS
The State will conduct an evaluation of responsive Quotes, as follows:
a) The State shall review the responses to this RFQ to confirm that they meet the specifications and requirements. The
State reserves the right to waive any minor informality or technicality.
b) Quotes are requested for the items as specified, or item(s) equivalent in design, function, and performance. The State
reserves the right to reject any quote on the basis of fit, form and/or function, as well as cost.
c) For all responses that pass the initial review process, the State will review and assess the Vendors' pricing. 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 any part of the quote. Vendors are cautioned, however, that the State is not required
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Bid Number: 19-RFQ-2431100238-BJL Vendor: __________________________________________
to request clarification, and often does not. Therefore, all quotes should be complete and reflect the most favorable
terms available from the Vendor. Prices quoted cannot be altered or modified as part of a clarification.
d) Quotes will be evaluated, based on the award criteria identified in Section 3.1 METHOD OF AWARD.
Award of a Contract to one Vendor does not mean that the other quotes lacked merit, but that, all factors considered, the selected
quote was deemed most advantageous and represented the best value to the State.
Vendors are cautioned that this is a request for quotes, 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.
3.4 PERFORMANCE OUTSIDE THE UNITED STATES
Vendor shall complete ATTACHMENT: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria
identified in this RFQ, the State may also consider, for purposes of evaluating proposed or actual contract performance outside of
the United States, how that performance may affect the following factors to ensure that any award will be in the best interest of
the State:
a) Total cost to the State
b) Level of quality provided by the Vendor
c) Process and performance capability across multiple jurisdictions
d) Protection of the State's information and intellectual property
e) Availability of pertinent skills
f) Ability to understand the State's business requirements and internal operational culture
g) Particular risk factors such as the security of the State's information technology
h) Relations with citizens and employees
i) Contract enforcement jurisdictional issues
3.5 INTERPRETATION OF TERMS AND PHRASES
This RFQ 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 bids
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 RFQ. Except as specifically stated in the RFQ, no one
requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement
may result in the State exercising its discretion to reject a bid in its entirety.
4.0 REQUIREMENTS
This Section lists the requirements related to this RFQ. By submitting a bid, the Vendor agrees to meet all stated requirements in
this Section as well as any other specifications, requirements, and terms and conditions stated in this RFQ. If a Vendor is unclear
about a requirement or specification or believes a change to a requirement would allow for the State to receive a better bid, the
Vendor is urged to submit these items in the form of a question during the question-and-answer period in accordance with the Bid
Questions Section above.
4.1 PRICING
Bid price shall constitute the total cost to the State for complete performance in accordance with the requirements and
specifications herein, including all applicable charges for handling, transportation, administrative and other similar fees. Complete
ATTACHMENT: PRICING and include in Vendor's response.
4.1.1 IMPORT TARIFF TEMPORARY SURCHARGE
Pricing shall be exclusive of any pending tariffs or temporary tariff surcharge. Vendor may request a temporary tariff surcharge in
ATTACHMENT: 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
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