HENDERSON COUNTY PUBLIC SCHOOLS

PURCHASING DEPARTMENT

414 Fourth Avenue West, Hendersonville, NC 28739

Phone (828) 697-4733 Fax (828) 698-4429 March 11, 2026

INVITATION FOR BIDS

IFB NUMBER: 2026-10 - REBID TO BE RETURNED BY:

June 22, 2026, 2:00 pm

(EST)

MILLS RIVER ELEMENTARY MULTI-USE TRAIL AND SITE IMPROVEMENTS

Offeror: Refer Inquiries To: Joni Huchzermeier, CLGPO Attention: Purchasing Agent Address: Telephone Number: 828-697-4733

E-Mail Address: jdhuchzermeier@hcpsnc.org Requisitioned By: Director of Capital Projects

NOTICE TO OFFEROR

Sealed bids, subject to the conditions made a part hereof, will be received by the Henderson County Public Schools Purchasing Department, located at 414 Fourth Avenue West, Hendersonville, NC 28739, until but not later than 2 o’clock p.m. on Monday, June 22, 2026 and immediately thereafter publicly opened, and read to furnish and deliver the construction of a Multi-Use Trail and Site Improvements for Mills River Elementary School as described herein. Refer to Instructions for Bids, Item 10 for proper mailing instructions.

A Mandatory Pre-Bid meeting is scheduled on Monday, June 8, 2026 at 11:00 am at Mills River Elementary School 94 School House Road, Mills River, NC 28759. Vendors must check in at front office.

Bids and/or addenda submitted via E-Mail or facsimile (FAX) machine or email in response to this Request for Bids WILL NOT be accepted. Bids may be subject to rejection unless submitted on this form.

EXECUTION

In compliance with this Request for Bids, and subject to all the conditions herein, the undersigned 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, I certify that this bid is submitted competitively and without collusion (G.S. 143-54), that none of our 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 that we are not an ineligible vendor as set forth in G.S. 143-59.1. False certification is a Class I felony. Failure to execute/sign bid prior to submittal may render bid invalid. Late bids will not be accepted.

OFFEROR: FEDERAL ID OR SOCIAL SECURITY NO.

STREET ADDRESS: P.O. BOX: ZIP:

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

TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:

AUTHORIZED SIGNATURE: DATE: E-MAIL:

If you desire to "no bid" this requirement, sign and return only this page, check appropriate box(es).

( ) NO BID ( ) REMOVE FROM MAILING LIST

ACCEPTANCE OF BID

If any or all parts of this quote are accepted by Henderson County Public Schools, a contract will be sent for signature along with request for any required documents. Once Henderson County Public Schools receive the signed contracts and requested documents, we will submit the completed recommendation package for approval of award. Final award of this contract does not ensue until the contract is fully executed by Henderson County Public Schools, and a confirming executed copy is returned to you along with a purchase order. The contract, purchase order, and this document and the provisions of the Instructions for Response, the special terms and the conditions specific to this Request for Quote, the specifications, and the Henderson County Public Schools General Terms and Conditions shall then constitute the written agreement between the parties.

PAGE 2 IFB 2026-10

BIDS MAY BE SUBJECT TO REJECTION UNLESS SUBMITTED ON THIS FORM

INSTRUCTIONS FOR BIDS

1. READ, REVIEW AND COMPLY: It shall be the offeror’s responsibility to read this entire document, review all enclosures and attachments, and comply with all requirements specified herein.

2. NOTICE TO OFFERORS:

All bids are subject to the provisions of the Instructions for Bids, special terms and conditions specific to this Request for Bids, the specifications, and the Henderson County Public Schools General Contract Terms and Conditions.

Henderson County Public Schools object to and will not evaluate or consider any additional terms and conditions submitted with a bid response. This applies to any language appearing in or attached to the document as part of the offeror’s response. DO NOT ATTACH ANY ADDITIONAL TERMS AND CONDITIONS.

By execution and delivery of this document, the offeror agrees that any additional terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect.

3. DEFINITIONS:

OFFEROR: Company, firm, corporation, partnership, individual, etc., submitting a response to a Request for Bids.

TERM CONTRACT: A contract generally intended to cover all normal requirements for a commodity for a specified period of time based on estimated quantities only.

4. RECEIPT OF BIDS: Bids shall be received in strict accordance with requirements of the General Statutes of North Carolina. Bid security shall be required as prescribed by statute. Prior to opening of any bids on the project, the bidder will be permitted to change or withdraw his bid.

5. BID EVALUATION: The award of the contract will be made to the lowest responsible bidder as soon as practical.

Before awarding a contract the Owner may require the apparent low bidder to qualify himself to be a responsible bidder.

6. EXECUTION: Failure to sign under EXECUTION section may render bid invalid.

7. ORDER OF PRECEDENCE: In cases of conflict between specific provisions in this bid, the order of precedence shall be

(1) special terms and conditions specific to this bid, (2) specifications, (3) Henderson County Public Schools General Contract Terms and Conditions, and (4) Instructions for Bids.

8. TIME FOR CONSIDERATION: Unless otherwise indicated on the first page of this document, the offer shall be valid for a minimum of 45 days from the date of bid opening. Preference may be given to bids allowing not less than 45 days for consideration and acceptance.

9. PROMPT PAYMENT DISCOUNTS: Offerors are urged to compute all discounts into the price offered. If a prompt payment discount is offered, it will not be considered in the award of the contract except as a factor to aid in resolving cases of identical prices.

10. MAILING INSTRUCTIONS:

In an effort to support the sustainability efforts of the State of North Carolina we solicit your cooperation in this effort.

It is desirable that all responses meet the following requirements:

• All copies are printed double sided.

• All submittals and copies are printed on recycled paper with a minimum post-consumer content of 30% and indicate this information accordingly on the response.

• Unless absolutely necessary, all bids and copies should minimize or eliminate use of non-recyclable or non re-usable materials such as plastic report covers, plastic dividers, vinyl sleeves, and GBC binding. Three-ringed binders, glued materials, paper clips, and staples are acceptable.

• Materials should be submitted in a format which allows for easy removal and recycling of paper materials.

Mail only one fully executed bid document, unless otherwise instructed, and only one bid per envelope. Address envelope and insert bid number as shown below. It is the responsibility of the offeror to have the bid in this office by the specified time and date of opening.

** Please follow specific instructions regarding “Bid Security Deposit” requirements Page 4.

DELIVERED BY US POSTAL SERVICE DELIVERED BY ANY OTHER MEANS

BID NO. 2026-10

REBID

Sealed Bid BID NO. 2026-10

REBID

Sealed Bid

HENDERSON COUNTY PUBLIC SCHOOLS OR HENDERSON COUNTY PUBLIC SCHOOLS

PURCHASING DEPARTMENT PURCHASING DEPARTMENT

414 FOURTH AVENUE W 414 FOURTH AVENUE W

HENDERSONVILLE, NC 28739 HENDERSONVILLE, NC 28739

PAGE 3 IFB 2026-10

11. TABULATIONS: Tabulations of bids and award information can be obtained by calling the purchaser listed on the first page of this document.

12. SPECIFICATIONS: Any deviation from specifications indicated herein must be clearly pointed out; otherwise, it will be considered that items offered are in strict compliance with these specifications, and offeror will be held responsible therefore. Deviations shall be explained in detail. The offeror shall not construe this paragraph as inviting deviation or implying that any deviation will be acceptable.

13. INFORMATION AND DESCRIPTIVE LITERATURE: Offeror is to furnish all information requested and in the spaces provided in this document. Further, if required elsewhere in this bid, each offeror must submit with their bid sketches, descriptive literature and/or complete specifications covering the products offered. Reference to literature submitted with a previous offer will not satisfy this provision. Bids which do not comply with these requirements will be subject to rejection.

14. RECYCLING AND SOURCE REDUCTION: It is the policy of Henderson County Public Schools to encourage and promote the purchase of products with recycled content to the extent economically practicable, and to purchase items which are reusable, refillable, repairable, more durable, and less toxic to the extent that the purchase or use is practicable and cost-effective.

We also encourage and promote using minimal packaging and the use of recycled/recyclable products in the packaging of commodities purchased. However, no sacrifice in quality of packaging will be acceptable. The company remains responsible for providing packaging that will protect the commodity and contain it for its intended use.

Companies are strongly urged to bring to the attention of purchasers those products or packaging they offer which have recycled content and that are recyclable.

15. CLARIFICATIONS/INTERPRETATIONS: Any and all questions regarding this document must be addressed to the purchaser named on the cover sheet of this document. Do not contact the user directly. Any and all revisions to this document shall be made only by written addendum. The offeror is cautioned that the requirements of this bid can be altered only by written addendum and that verbal communications from whatever source are of no effect.

16. ACCEPTANCE AND REJECTION: Henderson County Public Schools reserves the right to reject any and or all bids for sound documented reasons, to waive any informality in bids and, unless otherwise specified by the offeror, to accept any item in the bid. If either a unit price or extended price is obviously in error and the other is obviously correct, the incorrect price will be disregarded.

17. TAXES: FEDERAL: All agencies participating in this contract are exempt from Federal Taxes, such as excise and transportation. Exemption forms submitted by the contractor will be executed and returned by the using agency.

OTHER: Prices ofference are not to include any personal property taxes, nor any sales or use (or fees) unless required by the North Carolina Department of Revenue.

18. REFERENCES: Henderson County Public Schools reserves the right to require a list of users of the exact item offered.

Henderson County Public Schools may contact these users to determine acceptability of the bid. Such information may be considered in the evaluation of the bid.

19. AWARD OF CONTRACT: As directed by statute, qualified bids will be evaluated and acceptance may be made of the lowest and best bid most advantageous to Henderson County Public Schools as determined upon consideration of such factors as: prices offered; the quality of the articles offered; the general reputation and performance capabilities of the offerors; the substantial conformity with the specifications and other conditions set forth in the bid; the suitability of the articles for the intended use; the related services needed; the date or dates of delivery and performance; and such other factors deemed by Henderson County Public Schools to be pertinent or peculiar to the purchase in question. Unless otherwise specified by Henderson County Public Schools or the offeror, Henderson County Public Schools reserves the right to accept any item or group of items on a multi-item bid.

In addition, on TERM CONTRACTS, Henderson County Public Schools reserves the right to make partial, progressive or multiple awards: where it is advantageous to award separately by items; or where more than one supplier is needed to provide the contemplated requirements as to quantity, quality, delivery, service, geographical areas; other factors deemed by Henderson County Public Schools to be pertinent or peculiar to the purchase in question.

20. HISTORICALLY UNDERUTILIZED BUSINESSES: Pursuant to General Statute 143-48 and Executive Order #150, Henderson County Public School invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centers for the blind and severely disabled.

21. CONFIDENTIAL INFORMATION: As provided by statute and rule, Henderson County Public Schools will consider keeping trade secrets which the offeror does not wish disclosed confidential. Each page shall be identified in boldface at

PAGE 4 IFB 2026-10

the top and bottom as “CONFIDENTIAL” by the offeror. Cost information shall not be deemed confidential. In spite of what is labeled as a trade secret, the determination whether it is or not will be determined by North Carolina law.

22. SAMPLES: Sample of items, when required, must be furnished as stipulated herein, free of expense, and if not destroyed will, upon request be returned at the offeror’s expense. Request for the return of samples must be made within 10 days following date of bid opening. Otherwise, the samples will become School property. Each individual sample must be labeled with the offeror’s name, bid number, and item number. A sample, on which an award is made, will be retained until the contract is completed, and then returned, if requested, as specified above.

23. PROTEST PROCEDURES: When a bidder wants to protest a contract awarded by Henderson County Public Schools resulting from this solicitation, they must submit a written request to the Purchasing Agent, Henderson County Public Schools, 414 Fourth Avenue West, Hendersonville, NC 28739. This request must be received in the Henderson County Public Schools’ Purchasing Department within ten (10) consecutive calendar days from the date of the contract award.

Protest letters must contain specific reasons and any supporting documentation for the protest. Note: Contract award notices are sent only to those actually awarded contracts, and not to every person or firm responding to this solicitation.

Bid status and Award notices are available by contacting the Henderson County Public Schools’ Purchasing Department at (828) 697-4733. All protests will be handled pursuant to the North Carolina Administrative Code, Title 1, Department of Administration, Chapter 5, Purchase and Contract, Section 5B.1519.

24. MISCELLANEOUS: Masculine pronouns shall be read to include feminine pronouns, and the singular of any word or phrase shall be read to include the plural and vice versa.

25. RECIPROCAL PREFERENCE: G.S. 143-59 establishes a reciprocal preference law to discourage other states from applying in-state preferences against North Carolina’s resident bidders. The “Principal Place of Business” is defined as the principal place from which the trade or business of the bidder is directed or managed.

26. ADDENDA: Any addenda to specifications issued during the time of bidding are to be considered covered in the proposal and in closing a contract they will become a part thereof. All addenda shall be acknowledged by the bidder(s) on the proposal form. Any addenda will be posted to the HCPS website, Purchasing section no later than 4:00 pm on June 15, 2026.

27. E-VERIFY: As required by N.C.G.S. § 143-133.3, Contractor certifies that it verifies the work authorization of each of its employees under the requirements of N.C.G.S. Article 2 of Chapter 64 ("E-Verify"). If Contractor utilizes a subcontractor of any tier, Contractor shall require all subcontractor(s) of any tier to comply with E-Verify requirements.

28. IRAN DIVESTMENT ACT CERTIFICATION: Contractor hereby certifies that Contractor, and all subcontractors, are not on the Iran Final Divestment List (“List”) created by the North Carolina State Treasurer pursuant to N.C.G.S. 143-6A-4.

Contractor shall not utilize any subcontractor that is identified on the List.

29. DIVESTMENT FROM COMPANIES THAT BOYCOTT ISRAEL: By Acceptance of this purchase order, vendor certifies that is has not been designated by the North Carolina State Treasurer as a company engaged in the boycott of Israel pursuant to N.C.G.S. 147-86.81. It is the responsibility of each vendor to monitor compliance with this restriction.

Contracts valued at less than $1,000.00 are exempt from this restriction.

30. LICENSURE, CERTIFICATION, AND REGISTRATION OF PERSONNEL: All personnel provided or made available by Contractor to render services hereunder shall be licensed, certified or registered, as appropriate, in their respective areas of expertise as required by applicable North Carolina law.

31. BID SECURITY: A five-percent (5%) bid security is required with each submitted bid that equals or exceeds $500,000.00.

A Bid Bond or Certified Check made payable to Henderson County Public Schools must be in accordance with North Carolina G.S. § 143-129 (b) (c). The completed bid package and bid security must be submitted synchronously by the bid deadline. Please submit two (2) separate sealed envelopes (one for the bid package the other for the Bid bond or certified check). These must be contained together within one (1) Sealed returned envelope that displays the IFB #2026- 10, your company name and indicates envelope contains 2 separate sealed envelopes on the exterior.

32. POST AWARD: Performance and Payment Bonds for bids equal to or greater than $300,000.00, the successful bidders shall provide Henderson County Public Schools both Performance and Payment Bonds each in the amount equal to one-hundred percent (100%) of the contract amount. Bonds shall be submitted to Henderson County Public Schools upon ten

(10) calendar days of award of the contract and shall be in conformance with NC (G.S. 44A-26; G.S. 44A-32; G.S. 143- 129 (b) (c). Failure to provide acceptable bonds within ten (10) calendar days of award of the Contract shall be just cause for forfeiture of the bid bond or bid deposit and rescinding the award of the Contract. Award may then be made to the next lowest responsive, responsible bidder or the Project may be re-advertised at Henderson County Public Schools sole discretion.

PAGE 5 IFB 2026-10

REQUIREMENTS

USER: Henderson County Public Schools

BRAND SPECIFIC: Manufacturer's name and product description if used in this solicitation are intended to communicate qualities, functions and characteristics of items desired. The items offered in response to this solicitation must be of equal or better quality to the manufacturer and type specified. When no reference is made by the vendor to the make or model to be furnished, it is understood that the specific article named in the IFB sheet will be furnished. It is the sole determination of Henderson County Public Schools if the proposed equipment is equal to what is specified. If you have any questions, please call the purchaser listed on the first page.

TRANSPORTATION CHARGES: FOB Destination. Freight charges must be included in the price of each item listed, not listed as a separate item.

SITE VISIT: Prospective bidders shall visit the site of the project and apprise themselves of all conditions, which may affect the performance of the work called for or reasonably implied by the Invitation for Bids. A site visit is MANDATORY for the awarded vendor. Note that no allowance will be made for unreported conditions, which a prudent bidder would recognize as affecting the performance of the work called for in this Invitation for Bid.

MANDATORY PRE-BID: A meeting will be hosted by the District on Monday, June 8, 2026 at 11:00 am at Mills River Elementary School, 94 School House Road, Mills River, NC 28759. The project scope will be discussed and a tour where construction will take place will be conducted. Vendors must check in at front office.

INSTALLATION REQUIREMENTS: Awarded Vendor shall be responsible for installing, inspecting, and leaving the Multi- Use Trail and Site Improvements ready for use, and removing all empty shipping cartons from school property.

NOTE: HENDERSON COUNTY PUBLIC SCHOOLS RESERVES THE RIGHT TO ADJUST QUANTITIES UP OR DOWN

AT THE UNIT PRICE AS BUDGETED FUNDS MAY ALLOW OR REQUIRE.

HENDERSON COUNTY PUBLIC SCHOOLS ALSO RESERVES THE RIGHT TO AWARD CONTRACT ON A

SPLIT ORDER BASIS OR LUMP SUM BASIS IF IT IS IN OUR BEST INTEREST.

ALL MATERIALS SHOULD BE NEW AND CURRENT UNLESS OTHERWISE STATED.

INFORMATION REQUIRED WITH BID: Upon request, Vendor will be required to submit complete descriptive literature and specifications on all items offered. Bids which fail to comply may be subject to rejection.

Henderson County Public Schools reserves the right to reject any or all bids for any or no reason, and to waive informalities.

PAGE 6 IFB 2026-10

SECTION 1: SCOPE OF WORK AND SPECIFICATIONS

1. SCOPE: It is the intent of this bid invitation to obtain bids for a multi-use trail and site improvements for Mills River Elementary School.

All products and/or services rendered by the vendor must meet all requirements of this invitation and be completely satisfactory to using agencies.

2. BONDS: Bid Security (Bond or Certified Check), Proposal Bonds will be required for projects equal to or greater than $500,000.00 as the Terms and Conditions might require. Performance/Payment Bonds for 100% of the contract amount are required for projects costing over $300,000. Insurance certificates are required as the Terms and Conditions require and must be submitted before work begins.

3. IMPORTANT NOTE: All improvements shall be constructed in accordance with the project construction plans and specifications included with this bid package.

4. CONTRACTOR SHALL:

a. Furnish all labor and equipment, etc. necessary to complete the multi-use trail and improvements at Mills River Elementary School.

b. Warranty labor and workmanship for a period of one (1) year (beginning at completion date) to be free from all defects. If workmanship fails, it shall be replaced at the Contractor’s expense.

c. Contractor shall notify all utility companies prior to construction of the work under this contract including the utility “Call Before You Dig” requirement at 1-800-632-4949 or 811 for any excavation or asphalt paving work under the contract.

d. Prior to excavation, the Contractor shall have all utilities marked, and shall excavate or otherwise determine the exact location and elevations of said utilities. The Contractor shall notify Mr. Robert Dull, PLA, Landscape Architect at 828.674.5592 or Mr. Chad Dillon, Director of Facilities at 828-553-5056 of any conflicts. The Contractor shall arrange for any necessary utility relocations or plan changes and shall reschedule his operations appropriately.

e. The contractor, in the construction of any project, shall not stockpile materials or his equipment on any private property; except areas designated by Henderson County Public Schools. If so required, Henderson County Public Schools may direct the Contractor to have his equipment removed from any project during weekend hours.

f. All work of refilling sunken ditches, repaving over trenches and keeping streets and sidewalks in passable condition shall be done to the satisfaction of the owner during the construction of the work as well as during the maintenance period. If any work is not done within five (5) days after written notice is given by Henderson County Public Schools, the work may be done by the Owner and charged to the Contractor.

g. Special care shall be taken to prevent contamination, siltation, or interfering in any way with any stream flows or ponds along the line of work. No waste matter of any kind will be allowed to discharge into the stream flows or impounded water or any ponds or other bodies of water.

h. It is the intent of the current standards for Soil Erosion and Sediment Control to ensure that proper measures for erosion control are employed and provided for the early establishment of vegetation that will help avoid erosion problems during and after construction. It is expected that the contractor will anticipate possible problems and provide timely and adequate control to prevent or minimize adverse effect.

i. The contractor shall apply and pay for all permits that may be required for any of the work involved with this project.

j. Be responsible for all accidents and damages that might occur due to his equipment or personnel while upon the grounds or buildings used or owned by the Henderson County Public Board of Education.

k. Be responsible for all clean up and properly dispose of all debris during and after completion of job. Debris and trash shall not be allowed to collect overnight on the site. The contractor shall remove all debris and trash from the school as it accumulates in order that a clean appearance is maintained at all times. DEBRIS MAY NOT BE EMPTIED INTO DUMPSTERS ALREADY ON

SITE AND SERVICED ON BEHALF OF HENDERSON COUNTY PUBLIC SCHOOLS.

l. There shall be no tobacco products inside or outside of buildings, since all Henderson County Public Schools buildings and properties are tobacco-free.

m. There shall be no alcoholic beverages, drugs, or firearms on any Henderson County Public Schools property.

PAGE 7 IFB 2026-10

n. The Contractor shall work with Henderson County Public Schools on the project work schedule. Contact Mr. Robert Dull, PLA, Landscape Architect at 828.674.5592 or Chad Dillon, Director of Facilities 828.553.5056.

o. By submission of a bid, the Contractor acknowledges that he has a complete understanding of the required scope of work, either as defined herein or described orally by the owner's designated representative.

PUBLIC UTILITIES

A. The bidder is advised to ascertain for himself all the facts concerning the location of existing utilities.

B. The contractor shall cooperate with the utility owner in the adjustment of their facilities and shall notify the utility owner not less than ten (10) days in advance of the time he proposes to perform any work that will endanger or affect their facilities.

C. The Contractor shall permit the owners of utilities, or their agents access to the site of the work at all times in order to relocate, construct or protect their lines and he shall cooperate with them in performing this work.

D. Separate payments will not be made for the coordination and cooperation of the contractor with the utility companies, nor for the protection or replacement of utilities as specified hereinbefore and the bidder shall include all such costs in the prices bid for the various scheduled items in the Bid Form.

DUST CONTROL

The contractor will be required to maintain all excavations, embankments, stockpiles, haul roads, permanent access roads, plant sites, waste areas, borrow areas, and all other work areas within or outside the project boundaries free from dust which would cause a hazard or nuisance to others. Approved temporary methods of stabilization consisting of sprinkling, chemical treatment, light bituminous treatment or similar methods will be permitted to control dust. Sprinkling, to be approved, must be repeated at such intervals as to keep all parts of the disturbed area at least damp at all times, and the contractor must have sufficient competent equipment on the job to accomplish this sprinkling if used. Dust control shall be performed as the work proceeds and whenever a dust nuisance or hazard occurs. If any dust control is not done within twenty-four (24) hours after written notice is given, the work may be done by the owner and charged to the Contractor. Costs for dust control shall be included in the prices bid for the various items in the bid form.

5. HENDERSON COUNTY PUBLIC SCHOOLS SHALL:

a. Provide for site access to the work areas as shown on the construction documents.

PAGE 8 IFB 2026-10

SECTION 2: TERM

The initial term of the contract will be from date of award through July 31, 2026. No minimum or maximum quantities are implied or guaranteed herein. While it is not contemplated that any abnormal requirements will develop, however, if such should occur, Henderson County Public Schools reserves the right to call for separate bids.

SECTION 3: PRICES / FIRM BID

Prices submitted shall remain firm and are not subject to change for the initial term of the contract.

SECTION 4: QUANTITIES

Purchases of all materials for Multi-Use Trail and Site Improvements will be made ‘as needed’ throughout the term of the contract. HENDERSON COUNTY PUBLIC SCHOOLS GUARANTEES NO MINIMUM OR MAXIMUM QUANTITIES.

SECTION 5: COMPLETION DATE

Henderson County Public Schools prefers the substantial completion date of July 31, 2026. Please indicate below if you can meet this schedule: _____YES _____NO If are unable to meet this schedule, please enter your alternative completion date below with details:

Henderson County Public Schools reserves the right to make the schedule offered a factor in the award of any contract resulting from this Invitation For Bids.

If vendor is unable to fill orders when products are needed, Henderson County Public Schools reserves the right to purchase products from another source.

Please list any other information or details regarding delivery that may be relevant to Henderson County Public Schools during the evaluation process.

SECTION 6: WARRANTY

Labor and workmanship for a period of one (1) year from date of completion, to be free from all defects. If workmanship fails, it shall be at the Contractor’s expense.

SECTION 7: REFERENCES

List below references where your company has provided products and services similar to those listed in this Invitation for Bids (e.g.. does vendor meet delivery schedules as promised over a period of time; can vendor provide quantities of product similar to what is required). Henderson County Public Schools may contact these individuals to determine vendor’s capability and reputation. Such information will be considered in the evaluation of the bid.

PAGE 9 IFB 2026-10

Reference 1

Name & Address of Company:

Purchase Dates:

Contact Name:

Contact Phone:

Contact Email:

Brief Description of the Project:

Reference 2

Name & Address of Company:

Purchase Dates:

Contact Name: Contact Phone:

Contact Email:

Brief Description of the Project:

Reference 3

Name & Address of Company:

Purchase Dates:

Contact Name: Contact Phone:

Contact Email:

Brief Description of the Project:

PAGE 10 IFB 2026-10

SECTION 8: DESCRIPTIVE LITERATURE

Vendors are requested to provide complete descriptive literature, specifications, safety data sheets, and other pertinent data necessary for evaluation with their bid package. Vendors are cautioned that any/all information furnished or not furnished on the bid may be used as a factor in determining the award of this contract.

Henderson County Public Schools reserves the right to request samples of products from vendors to be used during the evaluation process.

SECTION 9: PRODUCT RECALL

Vendor assumes full responsibility for prompt notification of any product recall in accordance with the applicable state and federal regulations.

SECTION 10: VENDOR OFFER

Bid must be submitted on the forms provided herein. ALL pages of the bid document should be submitted in order for bid to be considered for award. Bids submitted in any other format, or without all pages, may be subject to rejection.

SECTION 11: MINORITY, WOMEN, SMALL BUSINESS ENTERPRISE (M/W/SBE)

Henderson County Public Schools invites, encourages, and promotes full and equal access for participation in this procurement process by minority-owned, women-owned, small business enterprises, as well as, other responsible vendors.

Is your company a certified M/W/SBE Business? Yes ______ No ______

If yes, please check the applicable category below:

Minority Owned Business Women Owned Business Small Business Enterprise

Suppliers and Contractors who conduct business with Henderson County Public Schools should support the M/W/SBE program by making an effort to engage minority, women, and small businesses in the use of any subcontractors for goods and services they provide to Henderson County Public Schools to the extent available.

Does Vendor agree when using subcontractors to take the required steps to assure that minority-owned, women-owned and small business enterprise vendors are used when possible?

Yes _______ No _______

SECTION 12: PAYMENT

Payment shall be made by Henderson County Public Schools to Vendor Net 30 days after receipt of correct invoice or acceptance of goods, whichever is later.

SECTION 13: AWARD CRITERIA

Henderson County Public School’s intent is to award the contract to one sole provider for all products.

As provided by statute, award will be based on the lowest, responsible, responsive bidder as determined by consideration of:

1) Prices offered.

2) Conformity with specifications and requirements listed in the IFB.

3) Agreement with all Terms, Conditions.

4) Guaranteed delivery schedule.

PAGE 11 IFB 2026-10

5) Transportation Charges.

6) Quality of equipment or products offered.

7) Demonstration of proposed equipment or samples of product, if required.

8) General reputation and performance capabilities of the bidder (including past performance)

9) Suitability of items for intended use.

QUESTIONS

All questions regarding this bid shall be addressed in writing to Joni Huchzermeier, CLGPO, Purchasing Agent and emailed to jdhuchzermeier@hcpsnc.org no later than Noon on Thursday, June 11, 2026. If any questions submitted result in a change to the bid solicitation, an Addendum will be issued and posted to the Henderson County Public Schools website https://www.hendersoncountypublicschoolsnc.org/finance/purchasing/ no later than 4:00 pm on Monday, June 15, 2026.

Henderson County Public Schools reserves the right to reject any or all bids for any or no reason, and to waive informalities.

mailto:jdhuchzermeier@hcpsnc.org https://www.hendersoncountypublicschoolsnc.org/finance/purchasing/

FIND THE LINE STUDIOS, PLLC 3.21.26

Qty. Description Notes Size Unit Cost Contractor Pricing

4 Acer saccharum 'Autumn Fest' Sugar Maple (tree on-site, install only) 25 gal -$

4 Amelanchier 'Autumn Brilliance' Serviceberry (tree on-site, install only) 15 gal -$

3 Cercis canadensis 'Forest Pansy' Redbud (tree on-site, install only) 15 gal -$

4 Quercus biloba Swamp white oak (tree on-site, install only) 25 gal -$

Total Plant Cost=

ADDITIONAL ITEMS

Qty. Unit Item

LF Silt Fencing

LF Temporary Construction Entry

LF Tree Protection Fencing

SF Till and Amend Planting Beds

Install temp construction entry as shown on plans and per detail

Install tree protection fencing as indicated on plans and per detail

Includes all planting beds and outlying perennial groupings. Rip all soils with mini excavator to 18” depth. Areas shall be cleaned of debris >1", tilled to 8" depth, and amended with 1" of organic compost, 2" of Natures Helper, 50 lbs/1000sf Milorganite, and 5 lbs/1000sf Super Phosphate. All planting beds to have machine cut or hand spaded edges. Provide a unit cost per square foot and total installed price.

MILLS RIVER ELEMENTARY MULTI-USE TRAIL AND SITE IMPROVEMENTS BID FORM

TREES

Costs for installation, soil amendments, and one-year warranty. Contractor is responsible for watering and caring for all plant material until final project acceptance by landscape architect/owner.

Description

Install silt fencing as shown on plans and per detail

000000Page 1 of

SF Seeding - Turf Areas

LF

5' ADA accessible granite fines multi-purpose trail

SF

Cast in Place concrete steps with handrails :

Area A - ADD ALTERNATE

SF

Cast in Place concrete steps with handrails :

Area B - ADD ALTERNATE

SF

Cast in Place concrete steps with handrails :

Area C - ADD ALTERNATE

SF

Segmental block steps with handrails :

Area A - ADD ALTERNATE

SF

Segmental block steps with handrails :

Area B - ADD ALTERNATE

SF

Segmental block steps with handrails :

Area C - ADD ALTERNATE

SF

Boulder Retaining Walls

ADD ALTERNATE

SF

Segmental Block Retaining Walls :

ADD ALTERNATE

SF Cast in Place concrete sidewalks : Area A

Provide and install cast segmental block stairs as shown on plan with code-compliant powder coated steel handrails

Provide and install cast segmental block stairs as shown on plan with code-compliant powder coated steel handrails

Provide and install boulder retaining walls as indicated on plans and per detail provided.

Wall A = 95 linear feet minimum Wall B = 80 linear feet minimum Wall C = 206 linear feet minimum Wall D = 216 linear feet minimum

Provide and install segmental block retaining walls as indicated on plans and per detail provided.

Wall A = 95 linear feet minimum Wall B = 80 linear feet minimum Wall C = 206 linear feet minimum Wall D = 216 linear feet minimum

Provide and install cast in place concrete sidewalks as indicated on plans. To include compacted ABC base course. Final surface to have a light broom finish.

Provide and install cast in place stairs as shown on plan with code-compliant powder coated steel handrails

Provide and install cast in place stairs as shown on plan with code-compliant powder coated steel handrails

Provide and install cast in place stairs as shown on plan with code-compliant powder coated steel handrails

Provide and install cast segmental block stairs as shown on plan with code-compliant powder coated steel handrails

Apply selective herbicide to eradicate broadleaf and noxious grass species. Amend soils and prepare appropriate seedbed as necessary, apply 10-10-10 fertilizer at 20 lbs/1000sf, lime at 50 lbs/1000sf, and seed disturbed areas with turf-type fescue at a rate of 6 lbs/1000 sf. Lightly apply wheat straw mulch. Provide a unit cost per square foot and total installed price. Contractor responsible for watering/maintaining seeded areas until full establishment. Hydroseeding is also acceptable.

Final grade trail, prepare compacted ABC gravel base, and surface with 2" granite fines per detail

000000Page 2 of

SF

Cast in Place concrete sidewalks : Area B -

ADD ALTERNATE

SF

Cast in Place concrete sidewalks : Area C -

ADD ALTERNATE

LUMP

SUM

Site Grading

LUMP

SUM

Expand Play Field

16 EACH Benches - ADD ALTERNATE

LUMP

SUM

Miscellaneous Drainage

PREPARED BY: ________________________________________

Contractor Signature and Date

Contractor Contact Info:

Provide and install cast in place concrete sidewalks as indicated on plans. To include compacted ABC base course. Final surface to have a light broom finish.

Provide and install cast in place concrete sidewalks as indicated on plans. To include compacted ABC base course. Final surface to have a light broom finish.

Provide fill dirt and place/compact in 12" lifts to establish grades indicated on plans. Fill slopes to be 3:1 max. Lime, fertilize, and seed with turf-type fescue and mulch with wheat straw.

Provide and install Global Industries Post Mounted Benches as shown on plans and per manufacturers mounting specifications

Provide and install drainage structures (culverts, drop inlets, drainage aprons, etc…)

Base Bid Total =

Prepare and grade site as indicated on plans. To include grubbing of existing surface material, mass grading, soil compaction, and temporary seeding per spec.

000000Page 3 of

PAGE 13 IFB 2026-10

HENDERSON COUNTY PUBLIC SCHOOLS

STANDARD TERMS & CONDITIONS

The Contract, Henderson County Public School’s Standard Terms and Conditions, and any documents incorporated specifically by reference represent the entire agreement between the parties and supersede all prior oral or written statements or agreements. All promises, requirements, terms, conditions, provisions, representations, guarantees, and warranties contained herein shall survive the contract expiration or termination date unless specifically provided otherwise herein, or unless superseded by applicable Federal or State statutes of limitation.

1. E-Verify: As required by N.C.G.S. § 143-133.3, Contractor certifies that it verifies the work authorization of each of its employees under the requirements of N.C.G.S. Article 2 of Chapter 64 ("E-Verify"). If Contractor utilizes a subcontractor of any tier, Contractor shall require all subcontractor(s) of any tier to comply with E-Verify requirements.

2. Jessica Lunsford Act: Under North Carolina law, certain sex offenders are prohibited from coming onto school campuses. Contractor agrees to conduct an annual check of the N.C. Sex Offender and Public Protection Registration Program, the N.C. Sexually Violent Predator Registration Program and the National Sex Offender Registry for all of its employees whose job involves direct interaction with students as part of the job. Henderson County Public Schools prohibits any personnel listed on such registries from being on any property owned or operated by Henderson County Public Schools and from having any direct interaction with students. As a term of this Contract, said checks must be performed by the Contractor and reported to Henderson County Public School’s Superintendent or designee, if Contractor’s employees will be working directly with students. Under provisions set forth in the Jessica Lunsford Act under North Carolina law, Contractor certifies that by entering into a contract with Henderson County Public Schools, neither Contractor nor any employee or agent of Contractor, is listed as a sex offender on the N.C. Sex Offender and Public Protection Registration Program, the N.C. Sexually Violent Predator Registration Program, and/or the National Sex Offender Registry.

3. Termination: The Contract may be terminated by either party hereto upon thirty (30) days written notice to the other. In the event the Contract is terminated pursuant to the provisions of this paragraph, Henderson County Public Schools shall have no obligation to compensate Contractor for services which have not been performed. Unless otherwise agreed by the Parties in writing, Contractor shall continue to provide services to Henderson County Public Schools during the thirty (30) day notice period, at the same rate of service performed by Contractor during the thirty (30) days prior to receipt of notice. If Contractor fails to do so, Henderson County Public Schools may retain any monies otherwise due to Contractor.

4. Independent Contractor: It is understood that Contractor executes the Contract as an independent contractor and that Contractor shall have the exclusive control over the means, methods and details of fulfilling its obligation under the Contract. The Contract is not intended and shall not be construed to create the relationship of principal-agent, master-servant, employer-employee, partnership, joint venture, joint enterprise, or association between the Parties or any of their owners, officers, directors, members, managers, partners, representatives, employees or agents. Contractor agrees to perform and discharge all obligations of an independent contractor under any and all laws, whether existing or in the future in any way pertaining to the tasks hereunder, including but not limited to Social Security laws, Workers' Compensation Insurance, income taxes, and State Employment Insurance taxes or contributions; and Contractor will hold Henderson County Public Schools harmless against all such laws. Neither federal nor state local income tax, nor payroll tax of any kind shall be withheld or paid by Henderson County Public

PAGE 14 IFB 2026-10

Schools on behalf of the Contractor or the employees of Contractor. No Worker's Compensation Insurance shall be obtained by Henderson County Public Schools concerning Contractor or Contractor’s employees.

5. Audit: During and after the term of the contract, the State Auditor, or any Auditor contracted by Henderson

County Public Schools, may be given access to persons and records of the Contractor that are generated as a result of, or are related to, the Contract for purposes of verifying accounts and data affecting fees or performance, as provided in G.S. § 143-49(9). Contractor shall keep all records for 3 years after the end of the contract period. The following entities may audit the records of this contract during and after the term of the contract to verify accounts and data affecting fees or performance: 1. The State Auditor. 2. The internal auditors of the affected department, agency or institution. 3. The Joint Legislative Commission on Governmental Operations and legislative employees whose primary responsibility is to provide professional or administrative services to the Commission.

6. Discrimination: If applicable, Contractor and any subcontractors employed by Contractor shall abide by the requirements of 41 CFR §§ 60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, sex, or national origin. Moreover, these regulations require that covered prime contractors and subcontractors take affirmative action to employ and advance in employment individuals without regard to race, color, religion, sex, national origin, protected veteran status or disability.

7. Family Education Rights and Privacy Act: Contractor acknowledges that Henderson County Public Schools is subject to the Family Education Rights and Privacy Act (FERPA) (20 U.S.C. § 1232G; 34 C.F.R. 99). To the extent Contractor generates or maintains education records that are subject to FERPA, Contractor will comply with applicable FERPA requirements. Contractor will not access or make any disclosures of student education records to third parties without prior notice to and consent from Henderson County Public Schools or as otherwise provided by the law or the Contract. For purposes of the Contract, Henderson County Public Schools designates Contractor as a school official with a legitimate educational interest in the education records of participating students to the extent access to Henderson County Public School’s records is required by Contractor to carry out its services. If, Henderson County Public Schools provides Contractor with personal identifiers as listed in N.C.G.S. §132-1.10 and in N.C.G.S. §14- 113.20(b) or any other legally confidential information including "personally identifiable information" from student education records as defined by the Family Educational Rights and Privacy Act, 20 U.S.C. § 1232g, and the implementing regulations in Title 34, Part 99 of the Code of Federal Regulations ("FERPA"), Contractor hereby certifies that collection of this information is necessary for the performance of Contractor’s duties and responsibilities under the Contract. Contractor further certifies that it will maintain the confidential and exempt status of any Social Security number information, as required by N.C.G.S.

§132-1.10(c)(1), and that it will not re-disclose personally identifiable information pursuant to FERPA or by any other State or Federal laws.

8. FERPA Electronically Stored Data Compliance: Contractor is expressly prohibited from selling or trading any education records or personally identifiable information acquired under the Contract. Furthermore, Contractor agrees not to attempt to re-identify students from aggregated data. Further, Contractor will not use any personally identifiable information or education records to advertise or market to students of Henderson County Public Schools or their parents. Any personally identifiable information and education records held by Contractor pursuant to the Contract will be made available to Henderson County Public Schools upon request.

Contractor will store and process all data using appropriate administrative, physical, and technical safeguards to secure personally identifiable information and education records from unauthorized access, disclosure, and use. Contractor will conduct periodic risk assessments and remediate any identified

PAGE 15 IFB 2026-10

security vulnerabilities in a timely manner. Contractor will also have a written incident response plan, to include prompt notification to Henderson County Public Schools in the event of a security or privacy incident, as well as procedures for responding to a breach of data. Contractor agrees to share its incident response plan upon request. Contractor shall, for all personally identifiable data and education records in its possession and in the possession of any subcontractors, or agents to which it has transferred data as permitted herein, destroy or de-identify such data when such data is no longer needed to perform the Contract.

If Contractor experiences a security breach concerning any information covered by the Contract, and such breach is covered by N.C.G.S. §75.61(14), then Contractor will (a) fully comply with Contractor’s obligations under the N.C. Identity Theft Protection Act, (b) immediately notify Henderson County Public Schools with the information listed in N.C.G.S. §75-65(d)(1-4), and (c) fully cooperate with the Board in carrying out its obligations under said Identity Theft Protection Act. Contractor will indemnify Henderson County Public Schools for any breach of confidentiality or failure of its responsibilities to protect confidential information, and for cost of notification of affected persons as a result of its accidental or negligent release of personally identifiable information or education records provided to Contractor pursuant to the Contract.

9. North Carolina Public Records Law: Contractor acknowledges that Henderson County Public Schools is subject to the requirements of North Carolina’s Public Records Law ("NCPRL"), N.C.G.S. § 132-1, et. seq.

The Contract and any related documents, papers, letters, maps, books, photographs, films, sound recordings, magnetic or other tapes, electronic data-processing records, artifacts, or other documentary material,…