Parker Meadows Drainage Improvements.pdf

BID NO. 03-1029W

INVITATION FOR BIDS

BID REQUEST NO. #03-1029W

PARKER MEADOWS DRAINAGE

IMPROVEMENTS

ISSUE DATE: June 10th, 2026

BID OPENING DATE: July 2, 2026

4:00 P.M. LOCAL TIME

ISSUED BY: MACON COUNTY FINANCE DEPARTMENT

5 WEST MAIN STREET

FRANKLIN, NC 28734

PHONE: (828) 349-2027

JACLYN MATHIS, PURCHASING AGENT

**Note: As of July 1, 1997, informal bids received under N.C.G.S. 143-131 are

“CONFIDENTIAL” and are not subject to public inspection until the Contract or Purchase

Order is awarded.**

A. INTRODUCTION

Macon County is requesting bids for drainage improvements for the Parker Meadows location. Work sites consist of installing drainage near the swale near batting cages and storm drainage for field 1 and picnic shelter. Work is to be accomplished as specified in the Scope of Work.

A mandatory pre-bid meeting will be held at 4306 Patton Rd, Franklin, NC 28734, on Wednesday, June 24, 2026, at 10:00am. Attendance at this meeting is required for awarding this contract.

For questions regarding technical & site specification, site visits, installations, construction questions, project management, etc.

Joe Allen jallen@maconnc.org Phone 828.271.4422

For questions regarding Bid Process, Documents, Bid and Contract Terms & Conditions, etc.

Jaclyn Mathis Purchasing Agent jmathis@maconnc.org Phone 828.349.2027

All questions regarding this IFB must be submitted in writing. Responses to all questions received will be made in writing and sent to all known bid holders by addendum.

B. GENERAL BID & DOCUMENT REQUIREMENTS

All bidders submitting bids in relation to this request should familiarize themselves with the following general bid terms and conditions. Bidders not in compliance with these documents subject their bid proposals to rejection. Bid proposals must be submitted complete with all required signed documents, final pricing, signature pages, etc., at the time of submission. Macon County will not request required information after bid opening and the lack thereof may subject a bid to rejection.

It is the responsibility of all respondents to contact Macon County prior to submitting a response to the IFB to ascertain if any addenda have been issued, and to obtain any and all addenda, execute them, and return addenda with their response to the IFB.

1. The bidder and/or bidders to whom the contract is awarded must comply with all aspects of this bidding process, which are designed to meet the requirements of North Carolina G.S. 143-128, 129 & 131, as amended, which collectively govern bidding procedures for government construction projects in North Carolina.

2. Bids submitted in response to this request will be governed by N.C. General

Statute and the general provisions outlined in this request.

3. All bidders for construction, renovation or improvement projects costing $40,000 or above must hold a current, proper North Carolina General Contractor’s license for the project at the time they submit their bid. The quantities provided on the bid form are for general information purposes and the bidder shall be responsible for determining final quantities for each bid item in determining the lump sum price.

4. Macon County Government does not discriminate on the basis of race, color, sex, national origin, religion, age, or disability. Any contractors or vendors who provide services, programs or goods for Macon County are expected to fully comply with the County's non-discrimination policy.

5. Macon County reserves the right to accept or reject any or all bids, evaluate all bids, especially where there is a wide range in specifications, and make an award in the best interest of the County. Macon County reserves the right to take exception to or waive any item in the bid.

6. Bid Submissions, Bid Evaluation and Contract Award: All informal contracts for construction or repair work shall be awarded to the lowest responsible, responsive bidder, taking into consideration quality, performance, and the time specified in the bid for the performance of the contract. In making a determination of responsibility, Macon County may use criteria such as:

• Compliance with bid package requirement

• Contractor’s qualifications

• References

• Financial ability

• Insurance coverage

• Etc.

7. All bids for combinations of work and product must be accompanied by the vendor’s proposed start and completions schedule or timeline and other pertinent project data.

8. All bid proposals must use the forms included. All bid proposals must be signed by an individual authorized to bind the contractor to a contract prior to submission.

9. DELIVERY OF BIDS: Electronically transmitted bids will not be accepted. To be considered, bid proposals should include:

• One (1) signed and complete bid proposal.

o Proposal minimum:

• Bid proposal must be sealed upon delivery.

• Project name and number should be present on the outside of sealed bid proposal.

All bid proposal packages shall be delivered or mailed direct to:

Macon County Finance Department Attn: Jaclyn Mathis 5 W Main Street Franklin, NC 28734

PROMPT DELIVERY OF BIDS TO PURCHASING AGENT IS THE SOLE RESPONSIBILITY

OF THE BIDDER. BIDS RECEIVED AFTER THE BID DEADLINE, REGARDLESS

OF REASON, WILL NOT BE CONSIDERED.

10. Macon County shall not be held responsible for nor will it pay any costs or expense associated with the preparation or submission of a bid proposal submitted in response to this solicitation, such expenses and costs being the sole responsibility of the bidder. Nothing in this solicitation or any response submitted pursuant to shall obligate Macon County to award a contract to a bidder.

11. In case of default of an awarded contractor, Macon County may procure the articles and/or services from other sources and may hold the defaulting contractor responsible for any excess cost occasioned thereby.

12. PAYMENT: Full payment will be made by check within thirty-days after project completion and final inspection and notification of acceptance is given to the Finance Department by the County’s Parks and Recreation Director. Once proof of acceptance is received, the Finance Department will process the invoice for payment.

No payment will be made until contractor completes all delivery, construction, installation or other provisions or responsibilities as agreed upon prior to project start and corrected any deficiencies found.

13. Terms & Conditions Acceptance: By submitting a signed proposal in response to this solicitation, the individual is verifying that he/she is a duly authorized representative of the company and is able to legally bind the company to this agreement. Signature also denotes agreement that the terms and conditions of this bid shall override all other terms and conditions, regardless of form or delivery.

14. MINIMUM INSURANCE REQUIRMENTS

Macon County requires that all contractors performing site preparation, paving, installation, construction, repairs or renovations on County property shall provide insurance certificates to the County naming Macon County as secondary insured. The contractor shall procure, maintain and provide proof of insurance coverage for injuries to persons and/or property damage as may arise from, or in conjunction with, the work performed on behalf of the county by the contractor, his agents, representatives, employees or subcontractors. Proof of coverage as contained herein shall be submitted prior to the commencement of work and the contractor shall maintain such coverage for the duration of the contract period.

Minimum Insurance Coverage Limits:

• General Liability: $2,000,000 combined single limits, $1,000,000 annual aggregate ($1,000,000 products and completed operations aggregate)

• Automobile Liability: $1,000,000 combined single limits, $1,000,000 annual aggregate.

• Workers Compensation: Workers Compensation is required by all contractors or subcontractors regardless of the number of employees.

• Builders Risk: Contractor to decide amount of coverage needed for the project materials.

The contractor’s insurance shall be primary over any applicable insurance or self-insurance maintained by the County.

The contractor shall provide 30 days written notice to the County before any cancellation, suspension, or void of coverage in whole or part, where such provision is reasonable.

All coverage for subcontractors of the contractor shall be subject to all of the requirements stated herein.

15. BID DOCUMENT LISTING

A complete bid package includes the below documents.

• Completed Non-collusion Affidavit (page 6)

• Completed Bid Item List (page 7)

• Completed Bid Sheet and Contract Terms Acceptance Form (page 8)

C. SCOPE OF WORK

Work will need to be completed before December 1st 2026. Macon County will inform winning bidder when work can begin onsite for each location.

Bidders should provide individual pricing for items listed on page six (6).

1. SWALE NEAR BATTING CAGES:

Project will include the following:

• Re-sloping existing drainage ditch/swale

• Re-setting existing culvert

• Building boulder headwalls at each end of culvert

• Installing rip-rap apron at culvert discharge

• See plans for additional details

2. STORM DRAINAGE FROM FIELD 1 AND PICNIC SHELTER:

Project will include the following:

• Installing a concrete forebay and small gabion wall

• Installing a 2’x2x’2 drop box

• Installing a15” HDPE culvert

• Installing new gutting piping from picnic shelter

• Installing rip-rap splash pad at culvert and gutter discharge

• See plans for additional details

D. Non-Collusion Affidavit

State of North Carolina County of Macon

1. The signer of this document is the _______________________________(Title) of _______________________________(Company), who is the respondent that has submitted the attached bid response.

2. The undersigned person is fully informed concerning the preparation and contents of the attached response and of all pertinent circumstances related to it, and is authorized to sign this affidavit. This affidavit is given under penalty of perjury as provided by law.

3. Such bid response is genuine and is not collusive or sham in anyway whatsoever.

4. Neither the person responding nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including the signer of this affidavit, have in any way colluded, conspired, connived or agreed, directly or indirectly, with any other respondent, firm or person to submit collusive or submit a sham response in connection with the contract for which the attached response has been submitted or to refrain from responding in connection with such contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other responder, firm or person to fix the price or prices in the attached response or of any other responder, or to fix any overhead, profit , or cost to secure through collusion, conspiracy, connivance or unlawful agreement and advantage against any person interested in the proposed contract.

5. The price or prices quoted in the attached response are fair and proper and are not derived by any collusion, conspiracy, connivance or unlawful agreement on the part of the respondent or any of its agents, representatives, owners, employees, or parties in interest.

__________________________ (Seal) Signature of Officer

Subscribed and sworn to before me, this _______ day of _____________, 20 ______.

Notary Public ________________________

My commission expires: ________________

BID SHEET & CONTRACT TERMS ACCEPTANCE FORM

PARKER MEADOWS DRAINAGE PROJECT

Bid# 03-1029W

Company ____________________________________________________________

Address/City/State/Zip _________________________________________________

Telephone Number: _______________ Cell Phone: ___________________

Email Address: _______________________________________________________

OFFER

A. This offer shall be open to acceptance and is irrevocable for a minimum of 120

Days from the bid closing date.

B. Having examined the Place of Work and all matters referred to in the

Bid/Contract Documents prepared by Macon County for the above-mentioned project, we, the undersigned, hereby offer to provide a complete work product.

TOTAL BASE BID $__________________________

Addenda (if none, state “N/A”): #1 __________, #2 __________, #3__________.

Terms & Conditions Acceptance: By signing below, the individual accepts and verifies:

A. That he/she is a duly authorized representative of the company and is able to legally bind the company to this agreement.

B. Understanding of all terms and conditions contained within this solicitation and that this solicitation, its terms and conditions, become the entire contract to which Macon County and contractor will be bound for this project, and shall override and supersede all other terms and conditions, regardless of form or delivery.

C. That this offer is not a “sham” offer and is made without collusion.

D. Acceptance of and agreement to fulfill the insurance & risk requirements set forth above.

Printed Name of Authorized Individual Title

Signature of Authorized Individual Date