North Bascule Gate Hydraulic Cylinder Installation.pdf

WATER RESOURCES

Request for Proposal #: 320-310826FD

NORTH BASCULE GATE HYDRAULIC CYLINDER INSTALLATION

Date of Issue: 10/5/2026

Proposal Due Date: 10/19/2026 at 03:00 P.M. ET

Direct all inquiries concerning this RFP to:

Fantashia Dickens

Purchasing Associate III

Email: Fantashia.Dickens@rockymountnc.gov

Phone: 252-972-1352 mailto:Fantashia.Dickens@rockymountnc.gov

Request for Proposal # 320-310826FD

For purchasing division processing, please provide your company’s Federal Employer Identification Number or alternate identification number (e.g. Social Security Number). Pursuant to North Carolina General Statute

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 is to be filled out and returned with your bid.

Failure to do so may subject your bid to rejection.

ID Number:

Federal ID Number or Social Security Number

Vendor Name

“All bidders are hereby notified that they must have the proper license as required under the North Carolina law. All prospective contractors shall be responsible for complying with state law and local ordinances.”

EXECUTION

In compliance with this Request for Quote, 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 quoted, at the prices set opposite each item within the time specified herein. By executing this quote, the undersigned Vendor certifies that this quote is submitted competitively and without collusion

(G.S. 143-54), that 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 that it is not an ineligible Vendor as set forth in G.S. 143-59.1. False certification is a Class I felony. Furthermore, by executing this quote, 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 City department. 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. G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any City Employee associated with the preparing plans, specifications, estimates for public

Contract; 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 City , or from any person seeking to do business with the City . By execution of any response in this quote, you attest, for your entire organization and its employees or agents, that you are not aware that any such gift has been offered, accepted, or promised by any employees of your organization. Do you have a financial interest or tangible personal benefit with a city of Rocky Mount employee, officer, or agent? ____ Yes ____ No If yes note the employee, officer, or agent; department; and the perceived or actual conflict of interest.

Failure to execute/sign quote prior to submittal shall render quote invalid and it WILL BE REJECTED. Late quotes cannot be accepted.

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 #11):

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER:

VENDOR’S AUTHORIZED SIGNATURE: DATE: EMAIL:

Offer valid for at least 60 days from date of quote opening, unless otherwise stated here: ______ days.

ACCEPTANCE OF PROPOSAL

If any or all parts of this quote are accepted by the City of Rocky Mount, an authorized representative of the City of Rocky Mount shall affix his/her signature hereto and this document and all provisions of this Request for Quote along with the Vendor response and the written results of any negotiations shall then constitute the written agreement between the parties. A copy of this acceptance will be forwarded to the successful Vendor(s).

Refer ALL Inquiries regarding this RFP to:

Fantashia Dickens

Purchasing Associate III

Request for Proposal # 320-310826FD

Proposals will be publicly opened: 10/19/2026

Contract Type: Construction

City of Rocky Mount

Water Resources

Proposal Number: 320-310826FD Vendor: __________________________________________

Contents

1.0 PURPOSE AND BACKGROUND

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

2.3 RFP SCHEDULE

2.4 PROPOSAL QUESTIONS

2.5 PROPOSAL SUBMITTAL

2.6 PROPOSAL CONTENTS

2.7 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 CONTRACT TERM

4.2 PRICING

4.3 INVOICES

4.4 VENDOR EXPERIENCE

4.5 REFERENCES

4.6 PERSONNEL

4.7 VENDOR’S REPRESENTATIONS

5.0 SCOPE OF WORK

5.1 GENERAL

5.2 PROJECT ORGANIZATION

5.4 ACCEPTANCE OF WORK

5.5 LIQUIDATED DAMAGES

6.0 CONTRACT ADMINISTRATION

6.1 PROJECT MANAGER AND CUSTOMER SERVICE

6.2 DISPUTE RESOLUTION

6.4 CONTRACT CHANGES

6.5 CITY’S RIGHTS AND OPTIONS

ATTACHMENT A: PRICING

ATTACHMENT B: ACCEPTANCE OF GENERAL TERMS & CONDITIONS

ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION

ATTACHMENT D: CYLINDER SPECIFICATION DRAWINGS

1.0 PURPOSE AND BACKGROUND

The City of Rocky Mount (City) seeks the services of a qualified and licensed contractor to install one replacement hydraulic cylinder on the North Bascule Gate at the Tar River Water Supply Reservoir Dam.

In September 2025, one of the three hydraulic cylinders supporting the North Bascule Gate failed mechanically. The gate was subsequently raised and secured in the fully upright position using temporary stiff-knee supports. The failed cylinder was removed. The city has procured a replacement hydraulic cylinder and associated pins, which will be delivered to the project site for installation.

The Contractor shall furnish all labor, supervision, equipment, tools, rigging, lifting devices, jacks, materials, transportation, and incidentals necessary to complete the work described herein.

Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

The RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award.

All attachments and addenda released for this RFP in advance of any Contract award are incorporated herein by reference.

2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

It shall be the Vendor’s responsibility to read the Instructions, the Cities terms and conditions, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within this RFP, those must be submitted as questions in accordance with the instructions in Section 2.4 PROPOSAL QUESTIONS. If the City 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 RFP addendum. The City may also elect to leave open the possibility for later negotiation and amendment of specific provisions of the Contract that have been addressed during the question-and-answer period.

Other than through this process, the City rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s proposal. This applies to any language appearing in or attached to the document as part of the Vendor’s proposal that purports to vary any terms and conditions or Vendors’ instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor’s proposal shall constitute a firm offer.

By execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded.

Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject

Vendor’s proposal as nonresponsive.

Contact with anyone working for or with the City regarding this RFP other than the City Contract Specialist named on the face page of this RFP in the manner specified by this RFP shall constitute grounds for rejection of said Vendor’s offer, at the City’s election.

2.3 RFP SCHEDULE

The table below shows the intended schedule for this RFP. The City will make every effort to adhere to this schedule.

Event Responsibility Date and Time

Issue RFP City Monday, October 5, 2026

Submit Written Questions Vendor Thursday, October 8. 2026 at 3:00 PM

Provide Response to Questions City Tuesday, October 13, 2026

Submit Proposals Vendor Monday, October 19, 2026 3:00 PM

Contract Award City TBD

Site Visit: Contractor representatives are URGED and CAUTIONED to visit the site and appraise themselves of the conditions and requirements which will affect the performance of the work called for by this Request for Proposal.

Submission of a proposal shall constitute sufficient evidence of this compliance, and no allowance will be made for unreported conditions which a prudent Contractor would recognize as affecting the performance of the work called for in this proposal.

Contractors and vendors who wish to visit the North Bascule Gate site prior to submitting a proposal must contact

Fantashia Dickens by email at Fantashia.Dickens@rockymountnc.gov . Ms. Dickens will coordinate the site visit with the Wastewater Treatment Plant Superintendent and will respond within 48 hours of receiving your request. Please use the following subject line in your email: RFP 320-310826FD NORTH BASCULE GATE HYDRAULIC CYLINDER

INSTALLATION: SITE VISIT

2.4 PROPOSAL QUESTIONS

Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the above due date.

Written questions shall be emailed to Fantashia.Dickens@rockymountnc.gov by the date and time specified above.

Vendors should enter “RFP # 320-310826FD: Questions” as the subject for the email. Questions submittals should include a reference to the applicable RFP section and be submitted in a format shown below:

Reference Vendor Question

RFP Section, Page Number Vendor question …?

Questions received prior to the submission deadline date, the City’s response, and any additional terms deemed necessary by the City will be posted in the form of an addendum the City of Rocky Mount Purchasing web-page https://www.rockymountnc.gov/Bids.aspx and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in an Addendum to this RFP.

2.5 PROPOSAL SUBMITTAL

Instructions: Proposals, subject to the conditions made a part hereof and the receipt requirements described below, shall be received at the address indicated in the table below, for furnishing and delivering those items as described herein.

MAILING ADDRESS FOR DELIVERY OF QUOTE VIA

U.S. POSTAL SERVICE

OFFICE ADDRESS FOR DELIVERY BY ANY OTHER

MEANS, SPECIAL DELIVERY, OVERNIGHT DELIVERY,

OR BY ANY OTHER CARRIER

PROPOSAL NUMBER: 320-310826FD

Attn: Fantashia Dickens, Purchasing Associate III

Address: PO BOX 1180

Rocky Mount, NC 27802

PROPOSAL NUMBER: 320-310826FD

Attn: Fantashia Dickens, Purchasing Associate III

Address: 331 S. Franklin Street

Rocky Mount, NC 27804 mailto:Fantashia.Dickens@rockymountnc.gov https://www.rockymountnc.gov/Bids.aspx

Vendors shall deliver either one (1) signed electronic emailed copy to fantashia.dickens@rockymountnc.gov or one

(1) signed original executed quote to the address identified in the table in this Section. Address the package and insert the quote number as shown in the table above.

Proposal number shall be marked on the outside of the sealed envelope with the Vendor’s name and date and time of opening.

IMPORTANT NOTE: It is the responsibility of the Vendor to have the signed quote physically in this Office by the specified time and date quotes are due, 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.

All risk of late arrival due to unanticipated delay—whether delivered by hand, U.S. Postal Service, courier, or other delivery service or method—is entirely on the Vendor. Note that the U.S. Postal Service generally does not deliver mail to the street address above, but to the City’s Mail Service Center. Vendors are cautioned that quotes sent via U.S. Mail, including Express Mail, may not be delivered to the purchasing office on the due date in time to meet the quote deadline.

All Vendors are urged to take the possibility of delay into account when submitting a quote.

If the quote is hand-delivered, please note that the Frederick E. Turnage Municipal Building requires all visitors to sign in with the guard stationed on the first floor. Visitors will only have access through the building, accompanied by a city employee.

This RFP does not require a public opening of quotes.

2.6 PROPOSAL CONTENTS

Vendors shall populate ALL attachments of this RFP that require the Vendor to provide information and include an authorized signature where requested. Vendor RFP responses shall include the following items and those attachments should be arranged in the following order:

a) Title Page: Include the company name, address, phone number and authorized representative along with the

Proposal Number.

b) Completed and signed version of EXECUTION PAGES, along with the body of the RFP and signed receipt pages of any addenda released in conjunction with this RFP (if required to be returned).

c) Completed version of ATTACHMENT A: PRICING

d) ATTACHMENT B: ACCEPTANCE OF TERMS AND CONDITIONS

e) Completion of ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION

2.7 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

a) BUYER: The employee of the City or Other Eligible Entity that places an order with the Vendor.

b) CONTRACT LEAD: Representative of the City of Rocky Mount Purchasing Office who corresponds with potential

Vendors in order to identify and contract with that Vendor providing the greatest benefit to the City and who will administer this contract for the City.

c) QUALIFIED PROPOSAL: A responsive proposal submitted by a responsible Vendor.

d) RFP: Request for Proposal

e) SERVICES or SERVICE DELIVERABLES: The tasks and duties undertaken by the Vendor to fulfill the requirements and specifications of this solicitation.

f) VENDOR: Supplier, bidder, proposer, company, firm, corporation, partnership, individual or other entity submitting a response to a Request for Proposal.

mailto:fantashia.dickens@rockymountnc.gov

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

Pursuant to North Carolina General Statutes Section 143-131, “award shall be made to the lowest responsible, responsive bid or bidders, taking into consideration quality, performance and the time specified in the proposals for the performance of the contract.”

While the intent of this RFP is to award Contracts to multiple Contractors for different properties, the City reserves the right to make a single award to one Contractor, to not award one or more properties or to cancel this RFP in its entirety without awarding a Contract, if it is considered to be most advantageous to the City to do so.

The City reserves the right to waive any minor informality or technicality in proposals received.

Local Preference Policy. The only exception to the lowest responsive, responsible bidder method of award will be the local preference policy. The preference will allow an Eligible Local Bidder to match the price and terms of the lowest responsible, responsive bidder who is a Non-Local Bidder, if the Eligible Local Bidder's price is within five percent (5%) or $25,000, whichever is less, of the lowest responsible, responsive Non-Local Bidder's price .An eligible local vendor is one that is current on property taxes in the City of Rocky Mount and meets the qualifications set forth in the policy.

An application can be found at https://www.rockymountnc.gov/DocumentCenter/View/583/Bidders-Certification-for- Local-Preference-Application-PDF

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

During the evaluation period—from the date proposals are opened through the date the contract is awarded—each

Vendor submitting a proposal (including its representatives, sub-contractors and/or suppliers) is prohibited from having any communications with any person inside or outside the using department, issuing department, other government department office, or body (including the purchaser named above, department secretary, department head, members of the general assembly and/or governor’s office), or private entity, if the communication refers to the content of Vendor’s proposal or qualifications, the contents of another Vendor’s proposal, another Vendor’s qualifications or ability to perform the 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 and/or the award of the contract. A Vendor not in compliance with this provision shall be disqualified from contract award, unless it is determined in the City’s discretion that the communication was harmless, that it was made without intent to influence and that the best interest of the City would not be served by the disqualification. A Vendor’s proposal may be disqualified if its sub-contractor and supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement to the date of contract award). Only those discussions, communications or transmittals of information authorized or initiated by the issuing department for this RFP or general inquiries directed to the purchaser regarding requirements of the RFP (prior to proposal submission) or the status of the contract award (after submission) are excepted from this provision.

3.3 INTERPRETATION OF TERMS AND PHRASES

This Request for Proposal serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the Department; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. As such, all terms in the Request for Proposal shall be enforceable as contract terms in accordance with the General Contract Terms and Conditions. The use of phrases such as “shall,” “must,” and

“requirements” are intended to create enforceable contract conditions. In determining whether proposals should be evaluated or rejected, the Department will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the Department’s needs as described in the Request for Proposal. Except as specifically stated in the Request for Proposal, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the Department exercising its discretion to reject a proposal in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this RFP. By submitting a proposal, 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

RFP. If a Vendor is unclear about a requirement or specification or believes a change to a requirement would allow for the City to receive a better proposal, the Vendor is urged and cautioned to submit these items in the form of a question during the question-and-answer period in accordance with Section 2.5.

4.1 CONTRACT TERM

The Contract term will begin on the Effective Date and will end upon final completion and written acceptance of the work by the City, including all testing and commissioning. The Vendor shall begin work within [] calendar days of the Notice to Proceed and shall achieve final completion no later than [date or number of calendar days]. Because installation requires the North Bascule Gate to be taken out of service, the Vendor must coordinate the schedule and any outage with the Wastewater Treatment Plant Superintendent. The warranty period described in Section [] will begin on the date of final acceptance.

4.2 PRICING

Proposal price shall constitute the total cost to Buyer for complete performance in accordance with the requirements and specifications herein, including all applicable charges handling, administrative and other similar fees. Vendor shall not invoice for any amounts not specifically allowed for in this RFP. Complete ATTACHMENT A: PRICING FORM and include in Proposal. The amount bid for the initial annual term is subject to negotiation and adjustment considering CPI after the first year and agreed to by the City.

4.3 INVOICES

a) The Vendor must submit one monthly invoice within fifteen (15) calendar days following the end of each month in which work was performed.

b) Invoices must be submitted to the following address: Accounts Payable

PO BOX 1180

Rocky Mount, NC 27802 or acctpayable@rockymountnc.gov

c) Payment amounts will be made on a NET 30-day pay period upon submission of an invoice and appropriate trip tickets to support such invoice.

4.4 VENDOR EXPERIENCE

In its Proposal, Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size and complexity to the City of Rocky Mount. Vendor shall provide information as to the qualifications and experience of all executives, managerial, legal, professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person.

4.5 REFERENCES

Vendors shall provide at least three (3) references for which your company has provided Services of similar size and scope to that proposed herein. The City shall contact these users to determine the Services provided are substantially similar in scope to those proposed herein and Vendor’s performance has been satisfactory. The information obtained shall be considered in the evaluation of the proposal. If the City of Rocky Mount references are provided it cannot be counted towards your three (3) required references but may be included in addition to.

COMPANY NAME CONTACT NAME COMPANY EMAIL TELEPHONE NUMBER

mailto:acctpayable@rockymountnc.gov

Optional: City of Rocky Mount

4.6 PERSONNEL

Vendor shall not substitute key personnel assigned to the performance of this Contract without prior written approval by the Contract Lead. Vendor shall notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor’s recommended substitute personnel. The city will approve or disapprove the requested substitution in a timely manner. The City may, in its sole discretion, terminate the services of any person providing services under this Contract. Upon such termination, the City may request acceptable substitute personnel or terminate the contract services provided by such personnel.

4.7 VENDOR’S REPRESENTATIONS

a) Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner.

“Professional manner” means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the City under this Contract. Vendor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractors that may be approved by the City. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s).

b) If any Services, deliverables, functions, or responsibilities not specifically described in this Contract are required for

Vendor’s proper performance, provision and delivery of the service and deliverables under this Contract or are an inherent part of or necessary sub-task included within such service, they will be deemed to be implied by and included within the scope of the contract to the same extent and in the same manner as if specifically described in the contract. Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and Deliverables.

c) Vendor warrants that it has the financial capacity to perform and to continue perform its obligations under the contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction.

5.0 SCOPE OF WORK

5.1 GENERAL

The Contractor shall perform all work necessary to safely install the replacement hydraulic cylinder and remove the temporary support system, including but not limited to the following:

A. Mobilization and Site Preparation

1. A mandatory project site visit is required before bidding to become familiar with site conditions, access limitations, and project requirements.

2. Develop and implement a means-and-methods plan for accessing the work area.

3. Furnish all cranes, lifting equipment, rigging, jacking systems, temporary supports, and specialized tools required for the work.

4. Protect existing structures and facilities from damage during construction activities.

5. Restore any disturbed areas resulting from construction operations.

B. Access and Work Platform Requirements

1. The Contractor shall be solely responsible for determining and implementing safe access to the work area.

o Maximum clear working width: seven (7) feet one (1) inch.

o Maximum width between handrails with temporary removal of deck-mounted aluminum light poles: seven feet four (4) inches.

o Existing clear vertical height beneath light fixtures: approximately nine (9) feet eight (8) inches.

o Outrigger configurations may require modification or vertical deployment to fit within available space.

2. Any temporary removal and reinstallation of lighting fixtures or appurtenances required for access shall be the responsibility of the Contractor.

C. Hydraulic Cylinder Installation

1. Receive and inspect the replacement hydraulic cylinder and pins supplied by the City.

2. Install the replacement hydraulic cylinder in accordance with applicable engineering drawings and accepted industry practices.

3. Based on previous installation experience, the cylinder base connection shall be installed and pinned before installation of the upper connection unless field conditions dictate otherwise.

4. Align all mounting points and install all supplied pins, retainers, and hardware required for a complete installation.

5. Verify that all mechanical connections are properly seated and secured.

6. Replace the flexible hydraulic hoses provided by the City.

D. Removal of Temporary Bracing

1. Remove all temporary stiff knee supports currently securing the North Bascule Gate.

2. Exercise care to prevent damage to the gate structure, hydraulic system components, and existing coatings.

3. Store and handle removed bracing materials in a manner suitable for future reuse.

E. Closure of Access Openings

1. Following cylinder installation, replace all plates removed for access to the upper cylinder pin connection.

2. Perform all welding necessary to restore the access/work port openings to their original condition.

3. Welding shall be performed by qualified personnel and shall conform to applicable structural welding standards, with 100% of the access plates' circumference fully welded.

4. Grind and finish welds as necessary to match adjacent surfaces.

F. Final Removal and Delivery of Temporary Supports

1. Following installation and after the City has confirmed the cylinder is operational, remove all remaining stiff knee braces.

2. Deliver all removed braces, supports, and associated components to a location designated by the City for future reuse.

G. Cleanup

1. Remove all construction debris, equipment, temporary materials, and waste from the site.

2. Leave the work area in a clean and orderly condition upon completion.

CITY RESPONSIBILITIES

The City of Rocky Mount shall provide the following:

1. Lower the South Bascule Gate and, if required, open the 60-inch diameter bypass line to reduce the reservoir water level and minimize flow conditions at the North Gate work area.

2. Provide the Contractor with access to the site.

3. Procure and furnish the replacement hydraulic cylinder and associated pins.

4. Deliver the replacement cylinder and pins to the project site.

5. Prime the hydraulic system, purge air from cylinders and hydraulic lines, and refill hydraulic fluid as necessary following installation.

6. Refill and manage reservoir water levels after construction.

7. Conduct operational and functional testing of the gate and hydraulic system following installation.

COORDINATION REQUIREMENTS

1. The Contractor shall provide the City with a minimum of seventy-two (72) hours' advance notice before requesting reservoir drawdown and flow reduction operations.

2. Because the City's drawdown operation will create a limited work window, the Contractor shall schedule labor, equipment, and materials to ensure continuous progress and timely completion of the work.

3. The Contractor shall coordinate all activities with the City's designated project representative.

SAFETY REQUIREMENTS

1. The Contractor shall be solely responsible for the safety of its employees, subcontractors, visitors, and operations.

2. The Contractor shall comply with all applicable federal, state, and local safety regulations, including OSHA requirements.

3. The Contractor shall provide all necessary fall protection, confined-space procedures, lifting plans, lockout/tagout procedures, personal protective equipment, and traffic or access control measures as required.

4. The Contractor shall be responsible for developing and implementing a site-specific safety plan.

COMPLETION

The work shall be considered complete when:

1. The replacement hydraulic cylinder has been fully installed.

2. All cylinder pins and connections have been secured.

3. Access opening plates have been reinstalled and fully welded.

4. Temporary braces and stiff knee supports have been removed.

5. All removed support components have been delivered to the City.

6. The work area has been cleaned and restored.

7. The City has accepted the complete installation.

DELIVERABLES

The Contractor shall provide the following:

· Project schedule and anticipated work sequence.

· Specific safety plan.

· Crane or lifting plan, if applicable.

· Daily progress updates during active construction.

· Documentation of any field modifications or unforeseen conditions encountered.

· Completion notification.

5.2 PROJECT ORGANIZATION

Vendor shall describe the organizational and operational structure it proposes to utilize for the work described in this

RFP and identify the responsibilities to be assigned to each person Vendor proposes to staff the work.

5.4 ACCEPTANCE OF WORK

All the above specifications for Residuals hauling and removal are subject to daily inspections by either the Director of

Water Resources or the designated city representative. Failure to meet the standards set forth in these specifications will be noted and discussed with the vendors designated project manager. Failure to remedy issues shall be grounds for the cancellation of this contract. Ongoing failure to consistently meet specifications noted in this RFP shall also be grounds for the cancellation of this contract.

In the event acceptance criteria for any work or deliverables is not described in contract documents or work orders hereunder, the City shall have the obligation to notify Vendor, in writing ten (10) calendar days following completion of such work or deliverable described in the Contract that it is not acceptable. The notice shall specify in reasonable detail the reason(s) it is unacceptable. Acceptance by the City shall not be unreasonably withheld; but may be conditioned or delayed as required for reasonable review, evaluation, installation or testing, as applicable of the work or deliverable.

Final acceptance is expressly conditioned upon completion of all applicable assessment procedures. Should the work or deliverables fail to meet any requirements, acceptance criteria or otherwise fail to conform to the contract, the City may exercise any and all rights hereunder, including, for deliverables, such rights provided by the Uniform Commercial

Code as adopted in North Carolina.

5.5 LIQUIDATED DAMAGES

The parties agree that calculation of actual damages resulting from failure to meet the following performance standards is extremely difficult, if not impossible, to calculate accurately, and the parties also agree that the compensation identified for such failures are a reasonable estimate of damages resulting from a failure to meet the performance standard described.

Notwithstanding any other provision herein, liquidated damages shall not be subject to a limitation on damages or limit of liability for damages that otherwise may be applicable to recoverable damages..

6.0 CONTRACT ADMINISTRATION

6.1 PROJECT MANAGER AND CUSTOMER SERVICE

The Vendor shall designate and make available to the City a project manager. The project manager shall be the City’s point of contact for contract-related issues and issues concerning performance, progress review, scheduling, and service.

6.2 DISPUTE RESOLUTION

The parties agree that it is in their mutual interest to resolve disputes informally. A claim by the Vendor shall be submitted in writing to the City’s Contract Lead for resolution. A claim by the City shall be submitted in writing to the Vendor’s

Project Manager for resolution. The Parties shall negotiate in good faith and use all reasonable efforts to resolve such dispute(s). During the time the Parties are attempting to resolve any dispute, each shall proceed diligently to perform their respective duties and responsibilities under this Contract. If a dispute cannot be resolved between the Parties within thirty (30) days after delivery of notice, either Party may elect to exercise any other remedies available under this

Contract, or at law. This term shall not constitute an agreement by either party to mediate or arbitrate any dispute.

6.4 CONTRACT CHANGES

Contract changes, if any, over the life of the contract shall be implemented by contract amendments agreed to in writing by the City and Vendor.

6.5 CITY’S RIGHTS AND OPTIONS

The City reserves the following rights, which may be exercised at the City’s sole discretion:

• To supplement, amend, substitute or otherwise modify this RFP at any time;

• To cancel this RFP with or without the substitution of another RFP;

• To take any action affecting this RFP, this RFP process, or the Services or facilities subject to this RFP that would be in the best interests of the City;

• To issue additional requests for information;

• To require one or more Service Providers to supplement, clarify or provide additional information in order for the City to evaluate the s submitted;

• To conduct investigations with respect to the qualifications and experience of each Service Provider;

• To waive any defect or irregularity in any received;

• To reject any or all s;

• To share the s with City employees other than the Evaluation Committee or City advisory committees as deemed necessary;

• To award all, none, or any part of the Services that is in the best interest of the City, with one or more of the Service Providers responding, which may be done with or without re-solicitation.

• To discuss and negotiate with selected Service Provider(s) any terms and conditions in the s including but not limited to financial terms; and

• To enter into any Contract deemed by the City to be in the best interest of the City, with one or more of the Service Providers responding

• The City reserves the right to withhold payment and/or offset any amounts due to the Contractor under this contract against any debt, delinquent taxes, fees, fines, utility charges, judgments, or other obligations owed by the Contractor to the City.

ATTACHMENT A: PRICING

The undersigned, as bidder, proposes and agrees, if this proposal is accepted, to contract with the City of Rocky Mount for the furnishing of all materials, equipment, and labor necessary to complete the construction of the work described in these documents in full and complete in accordance with plans, specifications, and contract documents, and to the full and entire satisfaction of the City of Rocky Mount for the base sum of:

Description Lump Sum

Price

Complete installation of the City-furnished hydraulic cylinder on the North Bascule

Gate, including all labor, materials, equipment, testing, commissioning, cleanup, and site restoration as described in the Scope of Work

TOTAL PROPOSED LUMP SUM PRICE: $ ______________

Additional pricing information

• Estimated number of working days to complete the installation: ______

• Estimated gate outage duration: ______

ATTACHMENT B: ACCEPTANCE OF GENERAL TERMS & CONDITIONS

Review Terms and Conditions: General at https://www.rockymountnc.gov/316/Vendor-Registration Terms and conditions on the vendor webpage that do not apply to this bid: Federal UG Terms, FEMA Contract Provisions, Sample Contract Terms.

Check here to indicate that you have read and agree to the City of Rocky Mount General Terms & Conditions.

ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION

NEW VENDOR REGISTRATION

New vendors must complete a vendor registration form using the link below. If you are a current vendor that needs to update, contact information you may also complete the online vendor registration form. Once registration is complete, email a copy of your W9 and E-Verify Affidavit to the contact person listed on the coversheet.

https://www.rockymountnc.gov/316/Vendor-Registration

ATTACHMENT D: CYLINDER SPECIFICATION DRAWINGS