REQUEST FOR PROPOSALS

Parking Garages Painting Project

September 18, 2026

Due Date:

and time:

Wednesday, October 21, 2026

2:00 PM (EDT)

RFP Number: 4006-102126

Mailing Address: PO Box 230 High Point NC 27261

Delivery Address: 816 East Green Drive Purchasing Division High Point, NC 27260

Purchasing Contact:

E-mail:

Phone:

Libby Rush libby.rush@highpointnc.gov 336-883-3220

Pre-Proposal Conference:

Location:

September 29, 2026,11:00 AM 115 S Main St, High Point NC

IF YOU NEED ANY REASONABLE ACCOMMODATION FOR ANY TYPE OF DISABILITY IN ORDER TO

PARTICIPATE IN THE PROCUREMENT, PLEASE CONTACT PURCHASING AS SOON AS POSSIBLE

VENDOR NAME:

mailto:libby.rush@highpointnc.gov

Bidder Information Form

All pages bound within this Bid Document are necessary parts thereof and shall not be detached, taken apart and/or altered, or bid shall be considered non-responsive.

--PLEASE TYPE OR PRINT LEGIBLY IN BLUE OR BLACK INK--

Offer valid for 60 days from date of bid opening. After this time, any withdrawal of offer shall be made in writing, effective upon receipt by the agency issuing this Invitation to Bid.

• Pursuant to General Statutes of North Carolina, Section 143-129, as amended, bids and proposals are subject to the conditions and specifications herein, are invited for materials and equipment as described herein.

• Prices or any other entry made hereon by the bidders shall be considered firm and not subject to change or withdrawal.

• Bidders certify under penalty of perjury that this bid has not been arrived at collusively and that no Federal or North Carolina antitrust laws have been violated.

• State and County sales taxes shall not be included in the bid prices. Sales tax shall be added to vendors invoice and will be paid to vendor at time of invoice payment.

• Bidders shall sign this form and submit it as part of the complete bound bid package on or before the date and time specified above to the City of High Point Purchasing Division at either P.O. Box 230, High Point, NC 27261, or 816 E. Green Drive, High Point, NC 27260.

Vendor Name (include d.b.a. information if applicable)

Entity Type (check applicable): [ ] Sole Proprietorship [ ] General Partnership [ ] Limited Partnership (LP)

[ ] Limited Liability Partnership (LLP) [ ] Limited Liability Limited Partnership (LLLP)

[ ] Business Corporation [ ] Professional Corporation (PC) [ ] Limited Liability Company (LLC)

[ ] Professional Limited Liability Company (PLLC) [ ] Series LLC

Principal Office Address (Per Secretary of State)

City, State & Zip Email Address Telephone Number

Federal Tax ID #/Social Security # General Contractor License # (if applicable)

Print Name & Title of Person Signing on Behalf of Vendor Vendor’s Authorized Signature

* By signing above the vendor acknowledges that terms and conditions and instructions associated with this bid have been read and accepted.

* Failure to execute/sign this bid properly prior to submittal shall render the bid invalid and it

WILL BE REJECTED.

Late bids will NOT be accepted.

REQUEST FOR PROPOSALS

Parking Garages Painting Project

RFP 4006-102126

The City of High Point seeks proposals from qualified firms to provide power washing, caulking, and painting of the Interior Walls and guardrails in the 115 S Main St and 211 E Broad Ave Parking Garages in accordance with all applicable regulations and the requirements of this Request for Proposals.

Sealed proposals will be received until 2:00 PM, Wednesday, October 21, 2026, in the Procurement Division, 816 East Green Drive, High Point, NC 27260. Proposals are to be labeled “RFP # 4006-102126 Parking Deck Painting Project.” Electronic proposals will be accepted via email to libby.rush@highpointnc.gov prior to the proposal deadline.

A non-mandatory pre-proposal conference will be held Tuesday, September 29th, 2026, at 11:00 AM at 115 S Main St, High Point, NC. City staff will be available to discuss the project and answer pertinent questions.

All prospective bidders are urged to attend to prepare bids based upon a full understanding of project specifications.

RFP # 4006-102126

Parking Garages Painting Project

An electronic copy of the Request for Proposal may be obtained from the City of High Point located under Bid Opportunities at https://www.highpointnc.gov/Bids.aspx. Proposers can download a copy of the solicitation and all addenda.

Awarded suppliers must register with the City of High Point by completing the online supplier registration process at https://www.highpointnc.gov/1068/New-Supplier-Registration. The City reserves the right to accept or reject proposals, in whole or in part, as it determines what best serves its interests.

The successful proposer shall be required to comply with all applicable equal employment opportunity laws and regulations, and all other applicable governmental laws and regulations as set forth by the City of High Point and the State of North Carolina.

The meeting facilities of the City of High Point are accessible to people with disabilities. For special accommodations, call 336-883-3298, TDD 336-883-8517, or North Carolina Relay System at 1-800-735-2962.

In accordance with the Federal “Americans with Disabilities Act” (the Act), the City of High Point will not discriminate against individuals with disabilities and will not do business with vendors who discriminate against such individuals in violation of the Act. “Equal Opportunity Employer, Male/Female/Handicap” mailto:libby.rush@highpointnc.gov mailto:libby.rush@highpointnc.gov mailto:libby.rush@highpointnc.gov https://www.highpointnc.gov/Bids.aspx https://www.highpointnc.gov/1068/New-Supplier-Registration

A. GENERAL INFORMATION

1. INTRODUCTION & SCOPE OF SERVICES:

The City of High Point seeks proposals from qualified firms to provide power washing, caulking, and painting of the interior walls and guardrails in the 115 S Main St and 211 E Broad Ave Parking Garages in accordance with all applicable regulations and the requirements of this Request for Proposals.

2. PROPOSAL SCHEDULE

This section provides interested Proposers with information about the schedule anticipated by the

City. This is an estimate only and may change.

RFP Issue Date September 18, 2026 Pre-Proposal Meeting Tuesday, September 29th, 2026, 11:00 AM

Questions Due to Procurement October 6, 2026, by 12:00 PM

Addendum Issued October 8, 2026

RFP Due Date Wednesday, October 21, 2026 at 2:00 PM

3. PROPOSAL QUESTIONS:

Questions concerning this RFP must be submitted via email to Libby Rush, Buyer, by no later than October 6, 2026 by 12:00PM to libby.rush@highpointnc.gov. No verbal interpretations shall be binding.

4. PROPOSAL DUE DATE:

Sealed proposals will be received electronically, by mail, or by hand delivery until 2:00 PM Eastern Time on Wednesday, October 21, 2026. A public proposal opening will NOT be conducted. Late proposals will not be accepted or considered.

5. CONTRACT PRICING:

Proposals shall include pricing for the Parking Garage Painting Project per specifications including all labor, time, and materials and costs necessary to perform the work.

6. LATE BIDS:

Any bid proposal received after the proposal due date and time shall not be considered and will be returned unopened.

7. COMPETITIVE SELECTION:

The successful Proposer will be selected on a fair and rational basis, and the evaluation factors outlined below shall be applied to all eligible, responsive Proposers in comparing proposals and selecting the successful bidder. Award of a contract may be made without discussion with the Proposers after responses are received. Proposals should, therefore, be submitted on the most favorable terms available. The City reserves the right to void the contract if the successful Proposer has not performed within the date specified by the Proposers response.

8. SALES TAX:

Sales Tax shall not be included in any proposed prices. The City of High Point is not tax exempt and will pay sales tax where applicable. Sales tax shall be invoiced as a separate item.

9. CONTRACTS:

It is recognized that the formal basis of any agreement between supplier and user will be a contract to be negotiated between parties rather than a proposal. In submitting proposals, vendors must indicate that they are prepared to complete a contract containing all the information submitted in their proposals. Vendors must also be prepared to meet the City’s insurance requirements at the time the contract is awarded. Contractors shall be required to sign a City of High Point contract, a sample of which is included in this RFP.

10. REJECTION OF PROPOSAL:

The City of High Point reserves the right to reject all Proposals, to waive any informality in proposals received, to accept or reject any or all of the items in the proposal, and to award the contract in whole or in part and/or negotiate any or all items with individual Proposers if it is deemed in the City’s best interest. Moreover, the City reserves the right to make no selection if proposals are deemed to be outside the fiscal constraint or not in the best interest of the City.

11. INSURANCE:

The Contractor shall purchase and maintain during the life of this contract comprehensive general liability and other insurance as is appropriate for the work being performed as outlined in the sample contract which is attached for your reference. A Certificate of Insurance is required at the time of executing the final contract.

12. PAYMENT:

A contract that includes a payment schedule based on tasks, timetables, and percentages of completed work will be developed prior to work commencing with the awarded supplier.

13. E-Verify Requirements Apply to Public Contracts:

Under North Carolina law, the E-Verify requirement applies to private employers doing business in this state that has 25 or more employees working in this state. If contractors are individuals who are self-employed (i.e., one employee), or with a business with less than 25 employees, that individual/business is not subject to the E-Verify requirements. We have provided the affidavit which will be included in the bid documents.

14. SUBMITTAL PACKAGE CONTENT AND FORMAT:

Proposals should be prepared on 8-1/2 x 11 paper using a minimum 10-point font, with an email title of “RFP 4006-102126 - Parking Garages Painting Project.” The city will not consider proposals that do not arrive prior to the proposal deadline. Electronic submittals will be accepted.

15. SUBMITTAL REQUIREMENTS:

If your firm would like to be considered for providing the required services, please email a copy to: libby.rush@highpointnc.gov or submit one (1) bound original and one (1) USB flash drive proposal to:

Mailed Hand-Delivered City of High Point

RFP 4006-102126

Attn: Procurement Division

Libby Rush, Senior Buyer 816 E. Green Drive

High Point, NC 27261

City of High Point

RFP 4006-102126

Attn: Procurement Division, Libby Rush, Senior Buyer

816 E. Green Drive High Point, NC 27261

B. QUALIFICATIONS AND SUBMISSION REQUIREMENTS

Letter of Transmittal The proposal shall include a cover letter of transmittal attesting to its accuracy. Identify the legal entity that would enter into the contract with the City which will include the following:

Full legal name of supplier Address of company headquarters Address of local office (an office in the High Point metro area; if not in High Point, what is the primary office responsible for this contract?)

Name and title of the person authorized to enter into a contract.

Executive Summary Provide a summary of the Proposer’s understanding of the Scope of Services presented in this RFP and emphasize any unique aspects or strengths of the proposal.

Organization and Staffing Provide a list identifying the number of personnel and identifying key members, qualifications, etc. available to respond in the event the proposed contract is activated, including subcontractors who would be assigned to this project. For proposed subcontractors, please provide the name of each supplier, the office location, the contact’s name and telephone number, and the services to be provided.

Statement of Work The proposer shall submit a Statement of Work to demonstrate competency in performing services as defined in the Solicitation. Include a detailed description of the services to be completed along with sufficient information for the City to determine if the proposer meets each requirement.

Qualifications and Experience The Proposer should describe its track record in performing services comparable to those specified in the RFP and other information relevant to making a determination as to the ability of the Proposer to perform these services. List at least three (3) references for contracts in the past five

(5) years similar to the scope and size of the project specified herein. Please list North Carolina local government clients.

Conflict of Interest State any conflicts of interest vendor or any key individual may have with this service.

C. SELECTION PROCESS:

The City will conduct a fair and impartial evaluation of all submittals that are received in accordance with the provisions of this RFP. The city will appoint a selection committee to perform the evaluation. Interviews with vendors are not anticipated but may be held at the option of the selection committee The City reserves the right to obtain clarification of any point in a vendor’s/team’s Proposal Package or to obtain additional information. All vendors/teams who submit Proposal Packages will be notified of the selection committee’s choice. Final approval of any selected supplier/team is subject to the action of the City Council or appropriate City officials.

D. EVALUATION CRITERIA:

Proposals one (1) original will be received from each offeror in an email or sealed envelope or package.

Each original shall be signed and dated by an official authorized to bind the firm. Unsigned proposals will not be considered.

All proposals must be received by the City of High Point not later than the date and time specified on the cover sheet of this RFP.

At their option, the evaluators may request oral presentations or discussions with any or all offerors for the purpose of clarification or to amplify the materials presented in any part of the proposal. However, offerors are cautioned that the evaluators are not required to request clarification; therefore, all proposals should be complete and reflect the most favorable terms available from the offeror.

Proposals will be evaluated according to completeness, content, and experience with similar projects, the ability of the offeror and its staff, and cost. The evaluators will randomly select at least three of the offeror’s references, but the evaluators reserve the right to contact all the references listed if information from the three references contacted warrant further inquiry. The failure of the offeror to list all similar contracts in the specified period may result in the rejection of the offeror’s proposal. The evaluators may check all public sources to determine whether the offeror has listed all contracts for similar work within the designated period. If the evaluators determine that references for other public contracts for similar contracts were not listed, the evaluators may contact the public entities to make inquiry into offeror’s performance of those contracts and the information obtained may be considered in evaluating offeror’s proposal. Awarding a contract to one offeror does not mean that the other proposals lacked merit, but that, all factors considered, the selected proposal was deemed most advantageous to the City of High Point.

In addition to any other evaluation criteria identified in the solicitation document, the city will consider the following factors to ensure that any award will be in the best interest of the City of High Point:

RFP Evaluation Criteria Weights Project Team 25% Project Experience 25% Project Management, Approach, and Quality Control

20%

Reputation of Offeror 15% Cost Proposal 15%

E. PUBLIC RECORDS; TRADE SECRETS

Under applicable law, all materials submitted in response to this solicitation will be public records unless an exception or exemption applies. The City will treat information in any materials submitted as a trade secret only if (i) the information meets all requirements under applicable law, including the definition in N.C. Gen. Stat. § 66-152(3) and all conditions under N.C. Gen. Stat. § 132-1.2(1), and (ii) each page containing such information is clearly designated as “CONFIDENTIAL” or “TRADE SECRET” at the time of submission to the City. Bidders are strongly discouraged from including trade secret information in their proposals except where it is reasonably necessary for the City’s evaluation of the proposal. All pricing, including but not limited to unit prices and total proposal amounts, will be public records and will not be treated as confidential. Nothing in this solicitation shall be construed as obligating the City to protect any information received in response to or otherwise related to this solicitation beyond what is required by applicable law, and the City will make its own determinations regarding the applicability to such information of any exception or exemption under NC public records laws.

Each bidder shall defend, indemnify, and hold harmless the City and its officers, directors, employees, agents, successors, and permitted assigns from and against all losses, damages, liabilities, deficiencies, actions, judgments, interest, awards, penalties, fines, costs, or expenses of whatever kind, including reasonable attorneys’ fees and the cost of enforcing any right to indemnification hereunder and the cost of pursuing any insurance providers, incurred in connection with the City’s refusal to disclose any information that the bidder has designated as a trade secret in accordance with this solicitation and applicable law.

F. CONDITIONS AND RESERVATIONS

Upon receipt of this proposal, the City reserves the right to meet with any or all contractors submitting proposals at any time prior to an award to assure that the successful proposal nearly meets all goals and objectives. The right is further reserved to use any or all ideas presented in any response to this Request for Proposals, whether amended or not. Selection or rejection of the proposal does not affect this right. During review and evaluation of proposals, the City further reserves the right to negotiate with the contractor whose proposal most closely meets the City’s goals and objectives for this project, to amend that contractor’s original proposal by additions or deletions.

G. SCOPE OF WORK

The City of High Point seeks proposals from qualified firms to provide power washing, caulking, and painting of the interior walls and guardrails in the 115 S Main St and 211 E Broad Ave Parking Garages in accordance with all applicable regulations and the requirements of this Request for Proposals.

H. RESPONSIBILITIES OF CONTRACTOR:

The contractor must describe in detail in their proposal how they will fulfill the following requirements.

1. Provide adequately trained and certified staff for performance of contract.

2. The Contractor will be required to maintain licensed transport equipment.

3. The Contractor will provide a required Certificate of Insurance for project.

4. Will provide their own equipment.

5. Meet all OSHA requirements.

6. All work shall comply with applicable Federal, State and City safety and health requirements. Where there is a conflict with the regulations, the most stringent will apply.

7. The Contractor will be responsible for cleaning up all material and debris.

8. The Contractor shall be responsible for any damage caused by staff or workers to the property of the Owners. He shall make good in an approved manner at his own expense any such loss, damage, or injury without cost to the Owner. The Contractor shall also assume responsibility to maintain all such additional protection as required by the governing laws, regulations, ordinances, and safety of personnel and visitors. Owner will repair any damage done by the Contractor or their staff and deduct the cost from their contract.

9. The Contractor’s employees are not to be accompanied in their work areas on the premises by acquaintances, family members, assistants, or any other person unless said person is an authorized working Contractor employee.

10. The Contractor will maintain DOT compliance.

I. TERMINATION:

The city may terminate this agreement at any time by 60 days’ notice in writing from the city to the Contractor. In that event, all finished or unfinished deliverable items prepared by the Contractor under this contract shall, at the option of the City, become its property. If the contract is terminated by the City as provided herein, the Contractor shall be paid for services satisfactorily completed, less payment or compensation previously made.

Parking Garages Painting Project

Request For Proposals Technical Specifications

Specifications

Parking Services is looking to contract out work for painting at the city parking facilities: MPD #1 (Main/Hotel Deck), located at 115 S Main St.; and MPA #2 (Broad Deck), located at 211 E Broad Ave. Work to be completed includes:

Scope of Work: High Point Garage (115 S Main Street) -

Included in the scope:

a) All white painted block walls (interior of the garage parking deck). Not included in the scope of work: Any unpainted surface. (Paint white block wall on North side of deck on all 4 levels)

b) All handrailing/guard railing within the perimeter of the parking garage (4 levels)

c) All handrailing within the stairwells of the garage. (All 5 levels leading to roof on Wrenn and Main stairwells)

Production / Products:

i. Painted Interior Walls

A) Power wash all areas to be painted to remove failing paint, dirt, and grime. Any areas with heavy grease/ oil stains should be cleaned using appropriate degreaser to properly remove all contaminants prior to painting.

B) Caulk visible holes, seams, and cracks as standard. Caulking should be a compatible product for masonry & concrete walls as well as the proposed paint, such as an acrylic masonry filler or as recommended by the painting manufacturer.

C) No wall resurfacing included within the scope

D) Spot Prime (block) as necessary:

Apply Finish Coat(s):

1. Masonry/Concrete: A minimum of 2 finish coats should be applied. Use an acrylic/elastomeric masonry paint suitable for exterior concrete and CMU surfaces. Rollers should be between 1/2”-3/4” or as recommended by the paint manufacturer.

2. Handrails/Guards: A minimum of 2 coats should be applied. Use DTM (direct-to-metal) acrylic paint or compatible polyurethane paint to ensure proper bonding to galvanized metals. Apply with a brush or 1/4” -3/8” nap roller, or as recommended by the manufacturer.

Scope of Work: High Point Garage (211 E Broad Ave) –

Public Garage with previously painted surfaces (handrailing) in poor condition. Scope includes all railing inside the perimeter of the deck

Included in the scope:

a) All handrailing/guard railing within the perimeter of the parking garage (5 levels)

b) All handrailing within the stairwells of the garage. (5 levels)

Production / Products:

i. Painted Interior Walls

A) Power wash all areas to be painted to remove failing paint, dirt, and grime. Any areas with heavy grease/ oil stains should be cleaned using appropriate degreaser to properly remove all contaminants prior to painting.

B) Caulk visible holes, seams, and cracks as standard. Caulking should be a compatible product for masonry & concrete walls as well as the proposed paint, such as an acrylic masonry filler or as recommended by the painting manufacturer.

C) Spot Prime (block) as necessary :

Apply Finish Coat(s):

1. Masonry/Concrete: A minimum of 2 finish coats should be applied. Use an acrylic/elastomeric masonry paint suitable for exterior concrete and CMU surfaces. Rollers should be between 1/2”-3/4” or as recommended by the paint manufacturer.

2. Handrails/Guards: A minimum of 2 coats should be applied. Use DTM (direct-to-metal) acrylic paint or compatible polyurethane paint to ensure proper bonding to galvanized metals. Apply with a brush or 1/4” -3/8” nap roller, or as recommended by the manufacturer.

Attachment A

COST PROPOSAL- Parking Garages Painting Project

Provide unit costs for all work shown below:

Item Cost Painting per specifications 115 S Main St, High Point, NC

Painting per specifications 211 E Broad Ave

Total Bid Price

Fuel Surcharge- The contractor must include any fuel surcharge rates with the cost proposal. The fuel surcharge rates will be evaluated with the cost proposal.

No Sales Tax is to be included in bid prices. Any Sales Tax, applicable, will be added when payment is made.

The Statement of Bidder’s Qualifications Form and Bidders Equipment List must be submitted as part of the bid package.

Company Name Signature

City State Zip Date

E-mail Telephone

Attachment B

STATE OF NORTH CAROLINA

CITY OF HIGH POINT

AFFIDAVIT

I, (the individual attesting below), being duly authorized by and on behalf of

(the entity bidding on project hereinafter "Employer") after first being duly sworn hereby swears or affirms as follows:

1. Employer understands that E-Verify is the federal E-Verify program operated by the United States Department of Homeland Security and other federal agencies, or any successor or equivalent program used to verify the work authorization of newly hired employees pursuant to federal law in accordance with NCGS §64-25(5).

2. Employers understand that Employers Must Use E-Verify. Each employer, after hiring an employee to work in the

United States, shall verify the work authorization of the employee through E-Verify in accordance with NCGS§64-26(a).

3. Employer is a person, business entity, or other organization that transacts business in this State and that employs

25 or more employees in this State. (mark Yes or No)

a. YES , or

b. NO

4. Employer's subcontractors comply with E-Verify, and if Employer is the winning bidder on this project

Employer will ensure compliance with E-Verify by any subcontractors subsequently hired by Employer.

This day of , 20 .

Signature of Affiant Print or Type Name:

State of County of

Signed and sworn to (or affirmed) before me, this the day of , 20 .

My Commission Expires:

Notary Public

(Affix O fficial/Notarial Seal)

Attachment C Non-Collusion Affidavit

State of North Carolina City of High Point

, being first duly sworn, deposes and says that:

1. He/She is the of , the Proposer that has submitted the attached proposal;

2. He/She is fully informed respecting the preparation and contents of the attached Proposal and of all pertinent circumstances respecting such Proposal;

3. Such Proposal is genuine and is not a collusive or sham Proposal;

4. Neither the said Proposer nor any of its officers, partners, owners agents, representatives, employees or parties of interest, including this affidavit, has in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Proposer, firm or person to submit a collusive or sham Proposal in connection with the contract for which the attached Proposal has been submitted or to refrain from bidding 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 Proposer, firm or person to fix the price or prices in the attached Proposal or of any other Proposer, or to fix any overhead, profit or cost element of the Proposal price of any other Proposer or to secure through collusion, conspiracy, connivance or unlawful agreement any advantage against the City of High Point or any person interested in the proposed contract; and

5. The price or prices quoted in the attached Proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Proposer or any of its agents, representatives, owners, employees, or parties in interest, including this affidavit.

Signature of Proposer Date

Subscribed and sworn before me, this day of , 20

(Seal)

Notary Public

Notary Public My Commission Expires:

Attachment D References

Parking Garage Painting Project

RFP # 02-080526

1. Vendor Name:

Vendor Contact:

Vendor Phone Number:

Vendor Address:

Type of Project:

Length of Project:

2. Vendor Name:

3. Vendor Name:

INSTRUCTIONS TO BIDDERS

All bids are subject to the provisions of the attached General Contract Terms and Conditions. All bid responses will be controlled by the Terms and Conditions included by the City of High Point. Bidder terms and conditions included as a part of published price lists, catalogs, and/or other documents submitted as a part of the bid response are waived and will have no effect either on the bid, or any contract which may be awarded as a result of this bid.

The attachment of any additional terms and conditions by any vendor or bidder is expressly rejected here and shall not be incorporated into the bid. Attachment of any additional terms and conditions may be grounds for rejection of the bid by the City.

Bidder specifically agrees to the conditions set forth in this paragraph by signature of the "BID" contained herein.

MAKE AND MODEL: Indicate manufacturers’ name and model number of item(s) offered in the spaces provided. The purpose of these specifications is to identify and establish the general quality level desired. Any references to brand names are not intended to be restrictive and comparable products of other manufacturers will be considered. However, bidders are cautioned that any deviation from specifications must be pointed out in their bid. Complete descriptive literature and the manufacturer’s specifications shall be included in the bid.

WARRANTY: Equipment shall be new and shall be guaranteed against defects in materials, workmanship, and performance in accordance with the manufacturer’s standard warranty, except that in no event shall such coverage be less than one (1) year. Warranty coverage shall begin on the date of acceptance by the City of High Point. Warranty service shall be available on site at any location within the state of North Carolina. Defective units shall be repaired or replaced during the warranty period at no cost to the City of High Point or its representative.

INSTRUCTION BOOK: The vendor shall furnish a booklet or pamphlet giving complete instructions for the operation, lubrication, adjustment, and care of the equipment.

TRAINING: Quoted price to include comprehensive training for technicians and operators. All training and materials shall be provided by a successful bidder at no additional cost to the City of High Point. Training shall include troubleshooting and proper operation of all equipment.

SAFETY: The successful bidder shall be required to take safety precautions to protect persons and City property. All contractors and sub-contractors shall conform to all OSHA, State and County regulations while performing under the terms and conditions of this contract.

Any fines levied by the above-mentioned authorities because of inadequate compliance with these requirements shall be borne solely by the successful bidder which is responsible for same. Barriers shall be provided by the successful bidder when work is performed in areas traversed by persons or when deemed necessary by the City.

DEMONSTRATION: Bidder must be capable of demonstrating proposed equipment within seven (7) consecutive calendar days after notification at no additional cost to the City. If required, this will be a comprehensive demonstration at a site designated by the city with hands-on participation by agency operator(s) if necessary. Bids that fail to comply with this requirement may be subject to rejection.

EQUIPMENT AND ACCESSORIES: All equipment and accessories listed as standard items in the manufacturer’s current product literature, but not listed in these specifications, shall be included with the equipment.

SERVICE UPON DELIVERY: Equipment shall be complete, serviced, and ready for operation. The city will only accept and approve for payment equipment that is complete in every respect and ready for operation.

STANDARD PRODUCTION MODEL: It is a requirement that the equipment herein requested be the “standard production model of the latest design”. To meet this requirement the equipment offered shall be new and the latest production model as represented in the manufacturer’s current published literature intended for the general public. Such literature must represent the specific configuration offered. Equipment offered otherwise may be subject to rejection.

CLEAN UP: Upon completion of the equipment delivery, the bidder shall remove and properly dispose of all packaging waste and debris from the user’s site. The bidder shall be responsible for leaving the delivery areas clean and ready to use.

The omission of any standard feature described herein shall not void the bidder’s responsibility to furnish a complete system with all standard equipment of the manufacturer’s latest model in current production. The bidder shall represent by their bid that all equipment to be furnished shall be new and unused. The unit, as specified, shall be completely assembled, and adjusted and all equipment, standard and optional will be installed and ready for use. The following specifications are the minimum acceptable specifications and failure to comply may be used as a basis for rejection of bid. If the equipment offered differs from the provisions contained herein, these differences must be explained in detail. Bidder must include a copy of printed manufacturer’s specification sheet with bid.

INSURANCE: Successful bidder shall be required to provide insurance as required by the terms of the attached Agreement for Services or Agreement for Goods Purchase, as applicable.

SPECIFICATIONS: Manufacturer's name and catalog numbers used in this bid are product specific unless the description states equivalent acceptable. These products are required for compatibility and continuity of support.

BID EVALUATION: The City of High Point reserves the right to reject any bid based on the function, compatibility with user requirements, as well as cost. The City of High Point reserves the right to award this contract to a single overall bidder on all items, or to make award based on individual items or groups of items, whichever shall be considered by the City of High Point to be most advantageous or to constitute its best interest. Bidders should show unit prices but are requested to offer a lump sum price. The City of High Point will not be bound by oral discussions during the evaluation process. The responsible purchasing agent should approve all contact regarding this award.

CANCELLATION: The City of High Point may terminate/cancel this contract at any time by providing written notice to the bidder at least thirty (30) days before the effective date of termination/cancellation.

SERVICE: Adequate and satisfactory availability of repair parts and supplies, and ability to meet warranty and service requirements are necessary. The City of High Point reserves the right to satisfy itself by inquiry or otherwise as to the bidder’s capability in this regard.

BID RESULTS: For bid results email purchasing at purchasing@highpointnc.gov NO EARLIER than TWO DAYS following the bid close date.

* * * THE CITY OF HIGH POINT WILL NOT BE BOUND BY ORAL DISCUSSION REGARDING THIS SOLICITATION***

QUESTIONS: Questions regarding the specifications on this bid should be referred to the Purchasing Division.

mailto:purchasing@highpointnc.gov

GENERAL TERMS AND CONDITIONS

1. ACCEPTANCE AND REJECTION: The City of High Point reserves the right to reject all bids, to waive any informality in bids, and unless otherwise specified by the bidder, to accept any item in the bid. If either a unit price or extended price is obviously in error or the other is obviously correct, the incorrect price will be disregarded.

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

3. TAXES: No taxes shall be included in any bid prices.

a. FEDERAL: Generally, states and political subdivisions are exempt from such taxes, as excise and transportation. Exemption is claimed under Registry No. 56-70-0047K as provided by Chapter 32 of the Internal Revenue Code.

b. OTHER: Bid prices are not to include any sales, import, or personal property taxes. To the extent applicable, they are to be invoiced as a separate item(s).

4. PRICE ADJUSTMENTS: Any price changes, downward or upward, which might be permitted during the contract period must be general, either by reason of market change or on the part of the bidder to other customers.

a. NOTIFICATION: Must be given to the City of High Point Purchasing Division, in writing, concerning any proposed price adjustments. Such notification shall be accompanied by a copy of manufacturers' official notice or other evidence that the change is general in nature.

b. DECREASES: The City of High Point shall receive full proportionate benefit immediately at any time during the contract period.

c. INCREASES: All prices offered herein shall be firm against any increase for 180 days from the effective date of the proposed contract. After this period, a request for an increase may be submitted to the City of High Point reserving the right to accept or reject the increase or cancel the contract. Such action by the City of High Point shall occur not later than 15 days after receipt and review by the City of High Point of a properly documented request for price increase. Any increases accepted shall become effective on a date to be determined by the City of High Point which:

1) Shall not be later than 30 days after the expiration of the original 15 days reserved by the City of High Point to evaluate the request for increase.

d. INVOICES: It is understood and agreed that orders will be shipped at the established contract prices in effect on dates orders are placed. Invoicing at variance with this provision will subject the contract to cancellation. Applicable North Carolina sales tax shall be invoiced as a separate item.

5. PAYMENT TERMS: Payment terms are Net, 30 days after receipt of correct invoice or acceptance of goods, whichever is later. The City of High Point is responsible for all payments under the contract.

6. COMPLIANCE WITH LAWS: The successful bidder shall comply with all applicable state and federal laws and regulations regarding employment, including those prohibiting discrimination against individuals based on protected characteristics or classes.

7. CONDITION AND PACKAGING: Unless otherwise indicated in the bid, it is understood and agreed that any item offered or shipped on this bid shall be new and in first class condition, that all containers shall be new and suitable for storage or shipment, and that prices include standard commercial packaging.

8. PERFORMANCE BOND AND DEFAULT: The City of High Point reserves the right to require performance bonds from a successful bidder, as provided by law, without expense to the City. Otherwise, in case of default by the Bidder, the city may procure the articles or services from other sources and hold the Bidder responsible for any excess cost occasioned thereby. Default shall occur if the Bidder fails to perform any obligation under the contract and schedule and such failure remains uncured for more than thirty (30) days after receipt of written notice thereof from the City of High Point.

9. SAMPLES: Samples of items, when required, must be furnished as stipulated herein, free of expense, and if not destroyed will, upon request, be returned at the bidder's expense. Request for the return of samples must be made within 10 days following opening of bids.

Otherwise, the samples will become City of High Point property. Each individual sample must be labeled with the bidder’s name and item number. Samples on which an award is made will be retained for the contract period. These will be returned, if requested, ten days prior to expiration of the contract.

10. 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 successful bidder will be held responsible, therefore. Deviations must be explained in detail on an attached sheet(s).

The bidder shall not construe this paragraph as inviting deviation or implying that any deviation will be acceptable.

11. SAFETY STANDARDS: All manufactured items and/or fabricated assemblies subject to operation under pressure, operation by connection to an electric source, or operation involving a connection to a manufactured, natural, or LP gas source shall be constructed and approved in a manner acceptable to the appropriate state inspector which customarily requires the label or re-examination listing or identification marking of the appropriate safety standard organization, such as the American Society of Mechanical Electrical Engineers for pressure vessels; the Underwriters' Laboratories and/or National Electrical Manufacturers' Association for electrically operated assemblies; or the American Gas Association for gas operated assemblies, where such approvals of listings have been established for the type(s) of devices offered and furnished. Further, all items furnished by the successful bidder shall meet all requirements of the Occupational Safety and Health Act (OSHA), and state and federal requirements relating to clean air and water pollution.

All bidders must comply with all applicable laws and regulations related to occupational safety and health, including but not limited to 29 C.F.R. 1910. In addition, bidders shall comply with all applicable environmental rules and regulations. Bidders shall effectively manage their safety and health responsibilities including:

1. Accident Prevention Prevent injuries and illnesses to their employees and others on or near their job site. Bidder managers and supervisors shall ensure employer's personnel safety by strict adherence to established safety rules and procedures.

2. Environmental Protection Protect the environment on, near, and around their work site by compliance with all applicable environmental regulations.

3. Employee Education and Training Provide education and training to all bidders’ employees before they are exposed to potential workplace or other hazards as required by specific OSHA Standards.

12. INFORMATION AND DESCRIPTIVE LITERATURE: Bidders are to furnish all information requested and, in the spaces, provided on the bid form. Further, as may be specified elsewhere, each bidder must submit with his proposal: cuts, sketches, descriptive literature and/or complete specifications covering the products offered. Reference to literature submitted with a previous bid does not satisfy this provision. Bids which do not comply with these requirements will be subject to rejection.

13. PROMPT PAYMENT DISCOUNTS: Bidders 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.

14. AWARD OF CONTRACT: As directed by statute, qualified bids will be evaluated and acceptance made of the lowest, responsible responsive and best bid most advantageous to the City of High Point as determined upon consideration of such factors as: prices offered;

the quality of the articles offered; the general reputation and performance capabilities of the bidders; 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 the City to be pertinent or peculiar to the purchase in question. Unless otherwise specified by the City or the bidder, the City reserves the right to accept any items or groups of items on a multi-item bid.

The City 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 the City of High Point to be pertinent or peculiar to the purchase in question.

15. GOVERNMENTAL RESTRICTIONS: In the event any Governmental restrictions may be imposed which would necessitate alteration of the material, quality, workmanship, or performance of the items offered on this proposal prior to their delivery, it shall be the responsibility of the successful bidder to notify the City of High Point Purchasing Division at once, indicating in his letter the specific regulation which required such alterations. The City of High Point reserves the right to accept any such alterations, including any price adjustments occasioned thereby, or to cancel the contract.

16. INSURANCE: During the term of the contract, the bidder at its sole cost and expense shall provide commercial insurance of such type and with such terms and limits as may be reasonably associated with the contract. As a minimum, the bidder shall provide and maintain the coverages and limits as provided in and in accordance with the terms of the attached Agreement for Services or Agreement for Goods Purchase, as applicable.

17. PATENTS AND COPYRIGHTS: The Bidder shall hold and save the City of High Point, its officers, agents, and employees, harmless from liability of any kind, including costs and expenses on account of any patented or unpatented invention, articles, device or appliance manufactured or used in the performance of this contract, including use by the government.

All copies, art, designs, negatives, photographs, or other tangible items created pursuant to bidder's performance of this project shall be the property of City of High Point and shall be delivered to City upon completion of the project. Such property shall be transferred to the City in excellent, reusable condition.

In addition, the copyright in and to any copyrightable work, including, but not limited to, copy, art, negatives, photographs, designs, text, software, or documentation created as part of the bidder's performance of this project shall vest in the City, and the bidder agrees to assign all rights therein to the City. Bidder further agrees to provide the City with all reasonable assistance, which the City may require to obtain copyright registrations or to perfect its title in any such work, including the execution of any documents submitted by the City.

18. PATENT AND COPYRIGHT INDEMNITY: Bidder will defend or settle, at its own expense, any action brought against the City to the extent that it is based on a claim that the product(s) provided pursuant to this agreement infringe any U.S. copyright or patent; and will pay those costs, damages and attorney's fees finally awarded against the City in any such action attributable to any such claim, but such defense, settlements and payments are conditioned on the following (1) that Bidder shall be notified promptly in writing by the City of any such claim; (2) that Bidder shall have sole control of the defense of any action on such claim and of all negotiations for its settlement or compromise; (3) that the City shall cooperate with Bidder in a reasonable way to facilitate the settlement of defense of such claim; (4) that such claim does not arise from the City modifications not authorized by the Bidder or from the use of combination of products provided by the Bidder with products provided by the City or by others; and (5) should such product(s) become, or in the Bidder’s opinion likely to become, the subject of such claim of infringement, then the City shall permit Bidder, at Bidder’s option and expense, either to procure for the City the right to continue using the product(s), or replace or modify the same so that it becomes non-infringing and performs in a substantially similar manner to the original product; or (c) upon failure of (a) or (b) despite the reasonable efforts of the Bidder for a sold product or licensed software, return the price paid for the licensed software and any product dependent thereon.

19. ADVERTISING: Bidder agrees not to use the existence of this contract or the name of the City of High Point as a part of any commercial advertising without prior approval of the City of High Point Purchasing Division.

20. EXCEPTIONS: All proposals are subject to the terms and conditions outlined herein. All responses will be controlled by such terms and conditions and the submission of other terms and conditions, price catalogs, and other documents as part of a Bidder's response will be waived and have no effect on this Request for Proposal or any other contract that may be awarded resulting from this solicitation. The submission of any other terms and conditions by a Bidder may be grounds for rejection of the Bidder's proposal. The Bidder specifically agrees to the conditions set forth in the above paragraph by affixing his name on the signatory page contained herein.

21. PUBLIC RECORDS; TRADE SECRETS: Under applicable law, all materials submitted in response to this solicitation will be public records unless an exception or exemption applies. The City will treat information in any materials submitted as a trade secret only if (i) the information meets all requirements under applicable law, including the definition in N.C. Gen. Stat. § 66-152(3) and all conditions under N.C. Gen. Stat. § 132-1.2(1), and (ii) each page containing such information is clearly designated as “CONFIDENTIAL” or “TRADE SECRET” at the time of submission to the City. Bidders are strongly discouraged from including trade secret information in their proposals except where it is reasonably necessary for the City’s evaluation of the proposal.