RFQ 320-050326FD Wire.pdf

Energy Resources

Request for Quotation #: 320-050326FD

WIRE- SUB 7 GENERATOR INSTALLATION

Date of Issue: March 10, 2026

Quote Opening Date: March 24, 2026 at 2:00 PM ET

Direct all inquiries concerning this RFQ to:

Fantashia Dickens, Purchasing Associate III

Email: Fantashia.dickens@rockymountnc.gov

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

REQUEST for Quote # 320-050326FD

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 quote.

Failure to do so may subject your quote to rejection.

ID Number:

Federal ID Number or Social Security Number

Vendor Name

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

EXECUTION

In compliance with this REQUEST for Quote (RFQ), 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 quote, 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 the City. 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 this response to the RFQ, the undersigned certifies, 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.

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

COMPLETE/FORMAL NAME OF VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

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

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #12):

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 QUOTE

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 Purchasing Office shall affix his/her signature hereto and this document and all provisions of this REQUEST for Quote along with the Vendor quote 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 RFQ to:

Fantashia Dickens

Purchasing Associate III

REQUEST for Quote # 320-050326FD

Quotes will be due: 03/24/2026 2:00 PM

Contract Type: Purchase

CITY OF ROCKY MOUNT

Energy Resources

Quote Number: 320-050326FD Vendor: __________________________________________

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Contents

1.0 PURPOSE AND BACKGROUND

2.0 GENERAL INFORMATION

2.1 REQUEST FOR QUOTE DOCUMENT

2.2 NOTICE TO VENDORS REGARDING RFQ TERMS AND CONDITIONS

2.3 RFQ SCHEDULE

2.4 QUOTE QUESTIONS

2.5 EMAILING OR MAILING INSTRUCTIONS

2.6 AUTHORIZED SIGNATURE REQUIREMENT

2.7 QUOTE CONTENTS

2.8 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND QUOTE 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 TERMS

4.2 PRICING

4.3 INVOICES

4.4 MINORITY BUSINESS PARTICIPATION

4.5 VENDOR’S REPRESENTATIONS

5.0 SCOPE OF WORK

5.1 GENERAL SPECIFICATIONS

5.2 ACCEPTANCE OF WORK

6.0 CONTRACT ADMINISTRATION

6.1 DISPUTE RESOLUTION

6.2 CONTRACT CHANGES

6.3 CITY’S RIGHTS AND OPTIONS

ATTACHMENT A: PRICING

ATTACHMENT B: ACCEPTANCE OF GENERAL TERMS & CONDITIONS

ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION

RFQ Number: 320-050326FD Vendor: __________________________________________

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1.0 PURPOSE AND BACKGROUND

The purpose of this Request for Quotation (RFQ) is to obtain pricing from qualified vendors for the purchase of electrical wire to support the operational needs of the City’s Energy Department. The wire will be used for routine maintenance, system upgrades, and infrastructure improvements within the City’s electric distribution system.

The City of Rocky Mount Energy Department is responsible for maintaining and operating the municipal electric system that provides reliable electrical service to residential, commercial, and industrial customers throughout the service area. To ensure continued system reliability and timely responses to maintenance and construction activities, the department requires a consistent supply of approved electrical materials, including various wire types and sizes.

This informal RFQ is being issued to solicit competitive pricing for the specified wire products. Vendors are requested to provide quotations in accordance with the specifications provided and include any applicable delivery timelines, warranty information, and product specifications.

2.0 GENERAL INFORMATION

2.1 REQUEST FOR QUOTE DOCUMENT

The RFQ is comprised of the base RFQ document, any attachments, and any addenda released before the Contract award. All attachments and addenda released for this RFQ in advance of any Contract award are incorporated herein by reference.

2.2 NOTICE TO VENDORS REGARDING RFQ TERMS AND CONDITIONS

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

If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within this RFQ, those must be submitted as questions in accordance with the instructions in Section 2.5 QUOTE 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 RFQ 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 the Vendor’s quote. This applies to any language appearing in or attached to the document as part of the Vendor’s quote that purports to vary any terms and conditions or Vendor’s instructions herein or to render the quote non-binding or subject to further negotiation. Vendor’s quote shall constitute a firm offer. By execution and delivery of this RFQ 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 quote as nonresponsive.

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

2.3 RFQ SCHEDULE

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

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Event Responsibility Date and Time

Issue RFQ City Tuesday, March 10, 2026

Submit Written Questions Vendor Tuesday, March 17, 2026, at 2:00 PM

Provide Response to Questions City Thursday, March 19, 2026

Submit Quotes Vendor Tuesday, March 24, 2026 by 2:00 PM

2.4 QUOTE QUESTIONS

Purpose: Upon review of the RFQ documents, Vendors may have questions to clarify or interpret the RFQ to submit the best quote possible. To accommodate the Quote Questions process, Vendors shall submit any such questions by the above due date.

Instructions: Written questions shall be emailed to fantashia.dickens@rockymountnc.gov by the date and time specified above. Vendors should enter “RFQ # 320-050326FD: Questions” as the subject for the email. Question submittals should include a reference to the applicable RFQ section and be submitted in a format shown below:

Reference Vendor Question

RFQ Section, Page Number Vendor question …?

Questions received prior to the submission deadline, along with the City’s responses and any additional terms deemed necessary by the City, will be posted in the form of an addendum on the City of Rocky Mount Purchasing webpage https://www.rockymountnc.gov/Quotes.aspx, and/or the North Carolina Electronic Vendor Portal (eVP), https://evp.nc.gov/solicitations/, and shall become an Addendum to this RFQ. 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 RFQ, shall be considered authoritative or binding. Vendors shall rely only on written material contained in an

Addendum to this RFQ.

2.5 EMAILING OR MAILING INSTRUCTIONS

Instructions: Quotes, 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

QUOTE NUMBER: 320-050326FD

Attn: Fantashia Dickens, Purchasing Associate III

Address: PO BOX 1180

Rocky Mount, NC 27802

QUOTE NUMBER: 320-050326FD

Attn: Fantashia Dickens, Purchasing Associate III

Address: 331 S. Franklin Street

Rocky Mount, NC 27804

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.

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

mailto:fantashia.dickens@rockymountnc.gov https://www.rockymountnc.gov/Bids.aspx https://evp.nc.gov/solicitations/ mailto:fantashia.dickens@rockymountnc.gov

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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 RFQ does not require a public opening of quotes.

2.6 AUTHORIZED SIGNATURE REQUIREMENT

All quotes, bids, or other offers must be signed by an individual authorized to bind the firm contractually. The City reserves the right to request documentation showing evidence of signatory authority (e.g., corporate resolution, operating agreement, power of attorney, or other verification). Failure to provide such documentation upon request may result in disqualification of the offer or rejection of the executed contract.

2.7 QUOTE CONTENTS

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

a) Cover Letter

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

Number.

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

d) Completed version of ATTACHMENT A: PRICING

e) ATTACHMENT B: ACCEPTANCE OF GENERAL TERMS AND CONDITIONS

f) Completed and signed version of ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION

2.8 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 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 QUOTE: A responsive quote submitted by a responsible Vendor.

d) RFQ: REQUEST for Quote

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 an REQUEST for Quote.

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3.0 METHOD OF AWARD AND QUOTE 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 quote or vendors, taking into consideration quality, performance, and the time specified in the quotes for the performance of the contract.”

While the intent of this RFQ is to award a Contract(s) to single Vendor, the City reserves the right to make separate awards to different Vendors for one or more line items, to not award one or more line items or to cancel this RFQ 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 quotes received.

Local Preference Policy. The only exception to the lowest responsive, responsible vendor method of award will be the local preference policy. The preference will allow an Eligible Local Vendor to match the price and terms of the lowest responsible, responsive vendor who is a Non-Local Vendors, if the Eligible Local Vendor's price is within five percent (5%) or $25,000, whichever is less, of the lowest responsible, responsive Non-Local Vendor'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/578/Local- Preference-Policy-PDF

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

During the evaluation period—from the date quotes are opened through the date the contract is awarded—each Vendor submitting a quote (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 quote or qualifications, the contents of another Vendor’s quote, 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 quotes 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 quote 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 RFQ or general inquiries directed to the purchaser regarding requirements of the RFQ (prior to quote 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 Quote 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 Quote 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 quotes 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 Quote. Except as specifically stated in the REQUEST for Quote, 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 quote in its entirety.

https://www.rockymountnc.gov/DocumentCenter/View/578/Local-Preference-Policy-PDF https://www.rockymountnc.gov/DocumentCenter/View/578/Local-Preference-Policy-PDF

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4.0 REQUIREMENTS

This Section lists the requirements related to this RFQ. By submitting a quote, 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

RFQ. 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 quote, 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 TERMS

All prices submitted shall remain firm for a minimum of thirty (30) days from the quotation due date. The City of Rocky Mount reserves the right to accept or reject any or all quotations, to waive minor informalities, and to make an award in the best interest of the City.

The City reserves the right to cancel this RFQ in whole or in part if it is determined to be in the best interest of the City.

Any resulting purchase order will be governed by the terms and conditions of the City of Rocky Mount.

Payment terms shall be Net 30 upon receipt of invoice and acceptance of goods. All goods supplied must comply with all applicable federal, state, and local laws, regulations, and standards.

4.2 PRICING

Quote 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 RFQ. Complete ATTACHMENT A: PRICING FORM and include in Quote.

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

Vendor shall invoice the City of Rocky Mount Accounting Department. The standard format for invoicing shall be Single Invoices, meaning that the Vendor shall provide the Buyer with an invoice for each order. Invoices shall include detailed line-item information to allow the Buyer to verify pricing at the point of receipt matches the correct price from the original date of order. At a minimum, the following fields shall be included on all invoices:

Vendor’s Billing Address, Customer Account Number, NC Contract Number, Order Date, Buyer's Order Number, Manufacturer Part Numbers, Vendor Part Numbers, Item Descriptions, Price, Quantity, and Unit of Measure.

4.4 MINORITY BUSINESS PARTICIPATION

The Vendor has the responsibility to make a good faith effort to solicit minority quotes and to attain the aspirational ten percent (10%) goal. We encourage all vendors, including MWBE/HUBs, to strive for the aspirational goal of obtaining subcontracting and supplier opportunities. Use the table below to note the MWBE businesses that will be used as suppliers or subcontractors for this contract.

MWBE FIRM OWNERSHIP STATUS ADDRESS WORK TYPE

mailto:acctpayable@rockymountnc.gov

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If the goal of 10% participation by HUB Certified or minority businesses is not achieved, the Vendor shall provide the following documentation to the City of his/her good faith efforts:

Examples of documentation that may be required to demonstrate the Vendor's good faith efforts to meet the goals set forth in these provisions include, but are not necessarily limited to, the following:

a) Copies of solicitations for quotes to at least three (3) minority business firms from the source list provided by the State for each subcontract to be let under this contract (if 3 or more firms are shown on the source list). Each solicitation shall contain a specific description of the work to be subcontracted, the location where quote documents can be reviewed, the representative of the Prime Vendor to contact, and the location, date, and time when quotes must be received.

b) Copies of quotes or responses received from each MWBE responding to the solicitation.

c) A telephone log of follow-up calls to each firm sent a solicitation.

d) For subcontracts where a minority business is not considered the lowest responsible sub-vendors, copies of quotes received from all firms submitting quotes for that particular subcontract.

e) Documentation of any contacts or correspondence to minority business, community, or contractor organizations in an attempt to meet the goal.

f) Copy of pre-quote roster

g) Letter documenting efforts to provide assistance in obtaining required bonding or insurance for minority businesses.

h) Letter detailing reasons for rejection of minority business.

i) Letter documenting proposed assistance offered to minority businesses in need of equipment, loan capital, lines of credit, or joint pay agreements to secure loans, supplies, or a letter of credit, including waiving credit that is ordinarily required.

Failure to provide the documentation as listed in these provisions may result in a non-responsive quote.

4.5 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. The vendor agrees that it will not enter into any agreement with a third party that may abridge any rights of the City under this Contract. The Vendor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractor(s) 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

Page | 10 the contract. Unless otherwise expressly provided herein, Vendor will furnish all 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 this

Contract is not prohibited by any contract, or order by any court of competent jurisdiction.

5.0 SCOPE OF WORK

5.1 GENERAL SPECIFICATIONS

The City of Rocky Mount Energy Department is seeking quotes from qualified vendors for the purchase and delivery of electrical wire to support electric utility operations.

The vendor shall furnish one thousand six hundred fifty (1,650) feet of XHHW 750 MCM wire that meets applicable industry standards and manufacturer specifications for use in electric utility distribution systems.

The quoted price shall include all costs associated with the materials, packaging, and delivery to the designated City facility. Vendors shall provide product specifications, manufacturer information, and estimated delivery timelines with their quotation.

All materials provided must be new, unused, and free from defects.

Delivery shall be FOB Destination, freight prepaid and included, to the City of Rocky Mount Energy Department, 1251 Thorpe Rd., Rocky Mount, NC 27804.

5.2 ACCEPTANCE OF WORK

In the event acceptance criteria for any work or deliverables are 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.

6.0 CONTRACT ADMINISTRATION

6.1 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.

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6.2 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.

6.3 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 RFQ at any time;

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

• To take any action affecting this RFQ, this RFQ process, or the Services or facilities subject to this

RFQ 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 Quotes submitted;

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

• To waive any defect or irregularity in any Quote received;

• To reject any or all Quotes;

• To share the Quotes 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 Quotes, 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

Quote Number: 320-050326FD Vendor: __________________________________________

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ATTACHMENT A: PRICING

Item

No.

Description Unit of

Measure

Quantity Unit Price (Material

Only)

Extended

Price

1 XHHW 750 MCM

Wire

Feet 1,650 $ ___________ $ ________

Freight / Delivery

Description Cost

Freight / Delivery Charges $ ______________

Description Amount

Total Material Cost $ ____________

Freight / Delivery $ ____________

Total Quote Amount $ ____________

Vendor Name: __________________________________

Manufacturer/Brand: ____________________________

Estimated Delivery Time: _______________________

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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 quote: Federal UG Terms, FEMA Contract Provisions, and 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

HISTORICALLY UNDERUTILIZED BUSINESSES

Historically Underutilized Businesses (HUBs) consist of minority, women, and disabled business firms that are at least fifty-one percent owned and operated by an individual or individuals of these categories. Also included in this category are disabled business enterprises and non-profit work centers for the blind and severely disabled.

Pursuant to G.S. 143B-1361(a), 143-48 and 143-128.4, the City invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises, and non-profit work centers for the blind and severely disabled. This includes utilizing subcontractors to perform the required functions in this RFQ. Any questions concerning NC HUB certification, contact the North Carolina Office of Historically Underutilized Businesses at (919) 807-2330. The Vendor shall respond to questions #1 and #2 below.

a) Is Vendor a Historically Underutilized Business? Yes No

b) Is Vendor Certified with North Carolina as a Historically Underutilized Business? Yes No

If so, state HUB classification: ________________________________________________________________

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 an E-Verify Affidavit to the contact person listed on the coversheet.

https://www.rockymountnc.gov/316/Vendor-Registration http://ncadmin.nc.gov/businesses/hub http://ncadmin.nc.gov/businesses/hub