Base Camps 2025

STATE OF NORTH CAROLINA
Department of Public Safety
Invitation for Bids #: 19-IFB-1731368372-BJL
Base Camps
Date of Issue: July 29, 2026
Bid Opening Date: August 27, 2026
At 2:00 PM ET
Direct all inquiries concerning this IFB to:
Janet Brown
Procurement Specialist
Email: janet.brown45@ncdps.gov
Phone: 919-792-6904

STATE OF NORTH CAROLINA
Invitation for Bid #
19-IFB-1731368372-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

Bid Number: 19-IFB-1731368372-BJL Vendor: __________________________________________
STATE OF NORTH CAROLINA
Department of Public Safety
Refer ALL Inquiries regarding this Invitation for Bid No.: 19-IFB-1731368372-BJL
IFB to the procurement lead Bids will be publicly opened: August 26, 2026, at 2:00 PM ET
through the Message Board in the Microsoft Teams meeting
Sourcing Tool. Join: https://teams.microsoft.com/meet/281159782126436?p=z9WKKbRBcJbK06P3HO
Janet Brown Meeting ID: 281 159 782 126 436
janet.brown45@ncdps.gov Passcode: Wv7Yn6a2
Need help? | System reference
Dial in by phone
+1 984-204-1487,,836282278# United States, Raleigh
Find a local number
Phone conference ID: 836 282 278#
Join on a video conferencing device
Tenant key: ncgov@m.webex.com
Video ID: 119 722 404 2
Using Agency: NCDPS: Emergency Commodity No. and Description: 951418 Prefabricated Emergency Relief Buildings and
Management Structures
Requisition No.: RQ230767
EXECUTION
In compliance with this Invitation for Bid (IFB), 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 IFB, 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 IFB, 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.

Bid Number: 19-IFB-1731368372-BJL Vendor: __________________________________________
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 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:
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
VALIDITY PERIOD
Offer shall be valid for at least one hundred twenty (120) 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 IFB.
ACCEPTANCE OF BIDS
If your bid is accepted, all provisions of this IFB, 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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Bid Number: 19-IFB-1731368372-BJL Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................. 5
1.1 CONTRACT TERM .................................................................................................................. 5
2.0 GENERAL INFORMATION ....................................................................................................... 5
2.1 INVITATION FOR BID ............................................................................................................. 5
2.2 DOCUMENT ............................................................................................................................ 5
2.3 Order and Payment Process ................................................................................................. 6
2.4 NOTICE TO VENDORS REGARDING IFB TERMS AND CONDITIONS ................................. 6
2.5 IFB SCHEDULE ...................................................................................................................... 7
2.6 BID QUESTIONS ..................................................................................................................... 7
2.7 BID SUBMITTAL ..................................................................................................................... 7
2.8 BID CONTENTS ...................................................................................................................... 8
2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ............................................................. 9
3.0 METHOD OF AWARD AND BID EVALUATION PROCESS .................................................. 10
3.1 METHOD OF AWARD ........................................................................................................... 10
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION....... 11
3.3 BID EVALUATION PROCESS .............................................................................................. 11
3.4 PERFORMANCE OUTSIDE THE UNITED STATES ............................................................. 12
3.5 INTERPRETATION OF TERMS AND PHRASES .................................................................. 12
4.0 REQUIREMENTS ................................................................................................................... 12
4.1 PRICING ................................................................................................................................ 12
4.2 FINANCIAL STABILITY ........................................................................................................ 13
4.3 REFERENCES ...................................................................................................................... 13
4.4 BACKGROUND CHECKS ..................................................................................................... 13
4.5 PERSONNEL ......................................................................................................................... 14
4.6 VENDOR'S REPRESENTATIONS ........................................................................................ 14
4.7 AGENCY INSURANCE REQUIREMENTS MODIFICATION ................................................. 14
4.8 LOBBYING ACTIVITY CERTIFICATION FOR FEDERAL GRANTS ..................................... 15
4.9 SUBCONTRACTORS ............................................................................................................ 15
4.10 SECRETARY OF STATE REGISTRATION ........................................................................... 15
5.0 SPECIFICATIONS AND SCOPE OF WORK .......................................................................... 15
5.1 SPECIFICATIONS .................................................................................................................... 15
5.2 CERTIFICATION AND SAFETY LABELS .............................................................................. 42
5.3 DEVIATIONS ............................................................................................................................. 42
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Bid Number: 19-IFB-1731368372-BJL Vendor: __________________________________________
6.0 CONTRACT ADMINISTRATION............................................................................................. 42
4.1 CONTRACT MANAGER........................................................................................................ 42
6.2 SUPPORT QUESTIONNAIRE AND EMERGENCY CONTACT INFORMATION ................... 43
6.3 INVOICES .............................................................................................................................. 43
6.6 ACCEPTANCE OF WORK ..................................................................................................... 44
6.7 TRANSITION ASSISTANCE ................................................................................................... 44
6.8 DISPUTE RESOLUTION ......................................................................................................... 44
6.9 CONTRACT CHANGES .......................................................................................................... 44
7.0 ATTACHMENTS ...................................................................................................................... 44
ATTACHMENT A: PRICING FORM .................................................................................................. 45
ATTACHMENT B: INSTRUCTIONS TO VENDORS .......................................................................... 46
ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS ................................... 46
ATTACHMENT D: CUSTOMER REFERENCE FORM ....................................................................... 47
ATTACHMENT E: LOCATION OF WORKERS UTILIZED BY VENDOR ........................................... 48
ATTACHMENT F: CERTIFICATION OF FINANCIAL CONDITION .................................................... 49
ATTACHMENT G: CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, & COOPERATIVE
AGREEMENTS ....................................................................................................................... 50
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Bid Number: 19-IFB-1731368372-BJL Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The purpose of this Invitation for Bids (IFB) is to seek competitive bids from qualified vendors to establish an agency-specific "All-
Hazard" term convenience contract with multiple qualified vendors to provide emergency turn-key base camps and essential
wrap-around services. The contracts will allow North Carolina Emergency Management (NCEM) to rapidly secure and deploy full
base camps or modular components to temporarily house first responders, staff, and other personnel during emergencies,
disasters, or planned events. This approach ensures a quick and effective response to unique incident-specific needs, as no
minimums are guaranteed for each deployment.
The North Carolina Division of Emergency Management (NCEM) is authorized by North Carolina General Statute Chapter 166A to
administer state and federal emergency management programs and coordinate activities related to natural and man-made
emergencies and disasters. In fulfilling this mission, NCEM often requires the establishment of temporary base camps to support
personnel involved in response and recovery efforts.
Due to the unpredictable nature of "All-Hazard" incidents, the state's needs can vary significantly in scale and scope. To address
these unique requirements, NCEM requires a mechanism to quickly procure either full, turn-key base camps or specific wrap-
around services on an as-needed basis. Turn-key services must include all rental, mobilization, set-up, administration, operation,
and demobilization for complete camps. Wrap-around services involve the same range of actions but for individual components,
such as sleeping quarters, dining, or sanitation facilities.
This IFB is intended to create a pool of reliable, pre-qualified vendors from which NCEM can obtain these critical services. NCEM
retains the right to use State Emergency Response Team agencies first before utilizing contracted vendors and can issue
emergency purchase orders to non-contracted vendors if necessary. By establishing contracts with multiple responsive Vendors
meeting the requirements and specifications of this IFB, NCEM can ensure state emergency operations are supported efficiently
and effectively.
The intent of this solicitation is to award an Agency Specific Contract.
1.1 CONTRACT TERM
The Contract shall have an initial term of three (3) years, beginning on the date of final Contract execution (the "Effective Date").
Bids shall be submitted in accordance with the terms and conditions of this IFB and any addenda issued hereto.
2.0 GENERAL INFORMATION
2.1 INVITATION FOR BID
The North Carolina Department of Public Safety (NCDPS), Division of Emergency Management (NCEM), is seeking bids from
qualified Vendors to establish multiple agency-specific term contracts for turnkey base camp complexes and related support
services. These contracts will provide NCEM with the ability to rapidly activate resources in response to disasters, emergencies,
and other all-hazard events requiring temporary support facilities.
The intent of this IFB is to award Contract(s) to multiple responsive and responsible Vendors capable of providing base camp
services as described herein. Services may include, but are not limited to, temporary lodging, food services, sanitation, utilities,
and other wrap-around support services necessary to support emergency response and recovery operations.
Award of a Contract does not guarantee a minimum amount of work, usage, or compensation. Services will be requested and
authorized based upon the specific needs of each incident, available resources, and operational requirements.
2.2 DOCUMENT
This IFB is comprised of the base IFB document, any attachments, and any addenda released before Contract award, which are
incorporated herein by reference.
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Bid Number: 19-IFB-1731368372-BJL Vendor: __________________________________________
2.3 Order and Payment Process
NCEM may activate services under this Contract in response to an emergency, disaster, planned event, exercise, or other
operational need. Requests for services will be coordinated through NCEM and communicated to the awarded Vendor(s) based on
incident requirements.
Emergency resource requests may be initiated and tracked through WebEOC or other State-designated emergency management
systems. Each request will identify, as applicable, the required Base Camp type, wrap-around services, deployment location,
estimated period of performance, reporting instructions, and any incident-specific requirements.
Vendors shall not mobilize personnel, equipment, or other resources until authorized by NCEM. Authorization to perform services
shall be provided through a Purchase Order or other State-approved purchasing authorization in accordance with State
procurement procedures.
Billing for Base Camps and individual components shall begin when the deployed resources are fully operational and accepted by
NCEM, unless otherwise authorized by NCEM. Billing shall cease upon NCEM's notification to demobilize, regardless of when
equipment is moved from the site, unless otherwise approved by NCEM.
For any period of performance less than seven (7) days following demobilization, the vendor shall invoice the State using the
prorated weekly rate.
There shall be no minimum rental period unless otherwise specified in the resulting Contract.
Invoices shall reference, at a minimum:
* Purchase Order number;
* Incident or event identifier (if applicable);
* Services provided;
* Dates of service; and
* Any supporting documentation required by NCEM.
2.4 NOTICE TO VENDORS REGARDING IFB 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 IFB 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 IFB.
If Vendors have questions or issues regarding any component of this IFB, 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 IFB 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 IFB 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
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Bid Number: 19-IFB-1731368372-BJL Vendor: __________________________________________
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 non-responsive.
2.5 IFB SCHEDULE
The table below shows the intended schedule for this IFB. The State will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue IFB State July 29, 2026
Submit Written Vendor August 6, 2026
Questions
Provide Response State August 13, 2026
to Questions
Submit Bids Vendor August 27, 2026, by 2:00 pm EST
Microsoft Teams meeting
Join: https://teams.microsoft.com/meet/281159782126436?p=z9WKKbRBcJbK06P3HO
Meeting ID: 281 159 782 126 436
Passcode: Wv7Yn6a2
Need help? | System reference
Dial in by phone
+1 984-204-1487,,836282278# United States, Raleigh
Find a local number
Phone conference ID: 836 282 278#
Join on a video conferencing device
Tenant key: ncgov@m.webex.com
Video ID: 119 722 404 2
Contract Award State TBD
2.6 BID QUESTIONS
Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the best bid
possible. To accommodate the Bid Questions process, Vendors shall submit any such questions by the "Submit Written Questions"
date and time provided in the IFB 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 IFB SCHEDULE Section of this IFB.
Vendors will enter "19-IFB-1731368372-BJL - Questions" as the subject of the message. Question submittals should include a
reference to the applicable IFB 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 IFB. 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 IFB, shall be considered authoritative or binding. Vendors shall rely only on written material
contained in the IFB and an addendum to this IFB.
2.7 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
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Bid Number: 19-IFB-1731368372-BJL Vendor: __________________________________________
unanticipated delay. It is the Vendor's sole responsibility to ensure its bid has been received as described in this IFB by the specified
time and date of opening. Failure to submit a bid 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 bids 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 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 Bids submitted through the Content Section of the Ariba Sourcing Event will be considered. Bids submitted
through the Message Board will not be accepted or considered for award.
If confidential and proprietary information is included in the bid, also submit one (1) signed, REDACTED copy of the bid. 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.
If the Vendor does not provide a redacted version of the bid with its bid submission, the Department may release an
unredacted version if a record request is received.
2.8 BID CONTENTS
Vendors shall provide responses to all questions and complete all attachments for this IFB 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 bid, in the State's
sole discretion.
Vendors shall upload the following items and attachments in the Sourcing Tool:
a) Title Page: Include the company name, address, phone number and authorized representative along with the Bid Number.
b) Completed and signed versions of all EXECUTION PAGES, along with the body of the IFB.
c) Signed receipt pages of any addenda released in conjunction with this IFB, if required to be returned.
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