SCO-26-31385-01A Addendum #2.pdf
PDF 2 MB Posted
- Solicitation number
- SCO-26-31385-01A
- Issued by
- Person County, North Carolina
About this file
This is Addendum #2 to the bid solicitation for the Perquimans Kitchen Hood Replacement project issued by the North Carolina Department of Public Safety (NCDPS). The addendum documents the mandatory pre-bid conference held on August 11, 2026, and provides critical project information for bidders. The project involves replacement of a kitchen grease exhaust hood, rooftop exhaust fan, and rooftop makeup air unit at a juvenile justice facility. Bids are due August 27, 2026, at 3:00 PM at NCDPS Engineering, 3040 Hammond Business Place, Suite 105, Raleigh, NC 27603. The pre-bid conference was mandatory, and a sign-in sheet of attendees is provided. The question deadline is August 17, 2026, at 5:00 PM, with a final addendum to be issued by August 19, 2026, if needed. The project schedule requires completion within 90 consecutive calendar days from the Notice to Proceed, with active on-site construction limited to 14 calendar days. Site walkthroughs included the kitchen, FACP room, data rack, sallyport, and electrical room, with roof equipment documented through photographs.
The addendum specifies that bid bonds and performance bonds are not required, but contractors must provide insurance per State of North Carolina requirements with specific cancellation notification provisions included in the Certificate of Insurance. Work hours are 7:00 AM to 5:00 PM, with any outside-hours work requiring seven days' advance notice and facility approval. Contractors must coordinate with the Designated Facility Contact (Jeremy.pearsall@ncdps.gov), the Designer/Engineer (kerby.smithson@rve.com), and the NCDPS Project Manager (john.sloan@ncdps.gov) on all matters including shutdowns (requiring 14 days' notice), deliveries, and security requirements. Security requirements include background checks by DJJ and facility administrator approval. Testing and inspection responsibilities are divided among a third-party special inspector for structural steel, a certified TAB agent for airflow testing, the designer for mechanical and electrical inspections, an SCO inspector for electrical work, and the fire marshal for hood fire suppression and final inspection. The revised project manual includes a previously missing Division 28 section on fire alarm modifications.
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Other files
| File | Type | Posted |
|---|---|---|
| SCO-26-31385-01A-NTB-Informal.pdf | ||
| SCO-26-31385-01A-Addendum #1-Informal.pdf | ||
| SCO-26-31385-01A Addendum #3.pdf |
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Text version
rve.com
NCDPS JUVENILE JUSTICE
PERQUIMANS KITCHEN HOOD REPLACEMENT
SCO ID# 26-31385-01A
ADDENDUM #2: PRE-BID CONFERENCE
August 11, 2026, 11:00 A.M.
MEETING MINUTES
A mandatory Pre-Bid Conference for the project was held on August 11, 2026, 11:00 A.M. A list of attendees is attached.
1. BID OPENING
a Bid Opening Date: August 27th, 2026 b Bid Opening Location: NCDPS Engineering 3040 Hammond Business Pl Suite 105 Raleigh, NC 27603 c Bid Opening Time: 3:00 PM d Delivery Method: It is best to ensure that bids sent via mail or courier are scheduled to arrive the day bid opening. Hand delivery can occur on the day of or ahead of the bid opening.
2. PERFORMANCE AND PAYMENT BOND, INSURANCE REQUIREMENT
a BID BOND IS NOT REQUIRED b PERFORMANCE BOND IS NOT REQUIRED c Insurance requirements as per the State of NC d Your COI MUST include the following under ‘Additional Remarks’ (no exceptions will be granted)
Notwithstanding the preprinted cancellation provisions on this form, coverages afforded under the policies will not be canceled, reduced in amount nor will any coverages be eliminated until at least thirty (30) days after mailing written notice, by certified mail, return receipt requested, to the insured and the owner, of such alteration or cancellation.
3. BID ADDENDUM
a Addendum #1 was issued 07/23/2026
Change of Bid Date to August 27th, 2026 b Addendum #2 will be issued following this meeting c Deadline for Questions is 8/17/2026 at 5PM d Final Addendum, if needed, will be issued by 8/19/2026 at the latest e Be certain to acknowledge receipt of all the project addendum on the Bid Proposal Form, from the project manual, that you will use to bid
4. BIDDING
a If your bid package is not completed correctly, your bid will be disqualified.
b If you have any questions about what forms you need to use, how to fill them out, what to include or not to include, etc., please contact the Designer (see contact information on last page).
August 12, 2026 NCDPS Perquimans Kitchen Hood Replacement c All Bids must be in a sealed envelope with the proper information written on the outside of the envelope.
5. PROJECT SCHEDULE
a The time for completion of the Work shall be ninety [90] consecutive calendars days from the date of the Notice to Proceed to Final Acceptance. To minimize disruptions to operations, the time for completion of the active construction work on site shall be limited to fourteen [14] calendar days. No extension of the Contract Time will be granted except upon documented proof that delays resulted from weather conditions exceeding the average number of anticipated weather days for the applicable month, as determined in accordance with NOAA climatological data, or from unforeseen conditions beyond the Contractor's control.
b The 90 days is negotiable if needed; the 14 days is firm
6. LOGISTICS
a Determine permissible Laydown area
The sallyport area outside of the kitchen is available. Contractor may bring a trailer or storage container and coordinate the location with site staff.
The kitchen will be fully available to the Contractor during the active construction period. Site staff will remove as much equipment and supplies as possible to make room to work. Contractor must fully clean and remove tools each day.
b Existing Utilities & Temporary Utilities c Shutdowns
Kitchen shutdown
Coordination for shutdowns, requests to be made via email at least 14 days in advance ⚫ Requests sent to:
Designated Facility Contact, Jeremy.pearsall@ncdps.gov cc: Designer/Engineer kerby.smithson@rve.com cc: NCDPS Project Manager john.sloan@ncdps.gov
⚫ Request(s) must list what will be shutdown and purpose of shutdown, what day/date, from what time to what time (be conservative but realistic) and contractor must receive written confirmation via email from facility contact before proceeding.
d Deliveries – the Designated Facility Contact is to be made aware of all deliveries 7 days in advance via email.
e Toilet Facilities – Contractor may use the facility restrooms near the entrance f Work hours are from 7:00 am to 5:00 pm
Any work that is to be performed outside of normal work hours must be requested via email at least 7 days in advance ⚫ Requests sent to:
Designated Facility Contact, Jeremy.pearsall@ncdps.gov cc: Designer/Engineer, kerby.smithson@rve.com cc: NCDPS Project Manager john.sloan@ncdps.gov
⚫ Request(s) must list what they are for and the purpose of completing the work outside of normal work hours, what day/date, from what time to what time (be conservative but realistic) and contractor must receive written confirmation via email from facility contact before proceeding.
7. SECURITY
a Security requirements for contractors (check the articles in your project manual as well as the special conditions listed for CE) b Site specific security requirements are as follows:
Background checks by DJJ
Approval by Facility Administrator c Cellphones (no restrictions) d Tool box & hazardous tools (lock up outside when not in use) e Ladders (lock up outside when not in use)
8. INCLEMENT WEATHER
a Note that per the Schedule section above, no extension of the Contract Time will be granted except upon documented proof that delays resulted from weather conditions exceeding the average number of anticipated weather days for the applicable month, as determined in accordance with NOAA climatological data (5 year average).
9. PROJECT DOCUMENT REVIEW
a The Contractor shall thoroughly review all drawings, specifications, and project documents prior to submitting a bid. Any discrepancies, omissions, conflicts, constructability concerns, or questions regarding the scope of work shall be submitted in writing during the pre-bid period. Failure to submit such questions before bid closing shall constitute the Contractor's acknowledgment that the Contract Documents have been fully reviewed, are complete and constructible, and include all work necessary to provide a complete project. No additional compensation or time extensions will be granted for conditions that were identifiable during the pre-bid review.
10. QUESTIONS
a Bidders can submit their questions in writing to (Designer/Engineer kerby.smithson@rve.com) b Question deadline is as follows.
August 17th, 2026, 3:00 pm
All addenda must be submitted no later than (7 days prior to bid date)
11. BID SUBMITTALS
a Form of Proposal (Attached here)
12. COMMUNICATION
a NCDPS Engineering Project Manager, John Sloan (john.sloan@ncdps.gov) must be copied on all email communications with the designers, engineers, architects, site contact(s), etc., no exceptions
13. SITE WALK-THROUGH
a Kitchen b FACP Room c Data rack d Sallyport e Electrical Room mailto:john.sloan@ncdps.gov
We did not go up to the roof, but photos of the equipment on the roof are attached for reference.
14. SUBCONTRACTOR SITE WALK-THROUGH
a Available by appointment, reach out to Kerby Smithson and John Sloan to coordinate
15. Project Manual Missing Spec Section a It was observed that the Project Manual was missing the Division 28 Section “283105 FIRE ALARM MODIFICATIONS”. A revised version of the Project Manual is attached with the missing section provided.
Questions Q: If the site replaces the range with something new, will that affect the design?
A: The new range will fit within the existing footprint, so it will not affect the hood requirements.
Q: What is the extent of the communication with the BAS that the Contractor must provide?
A: Contractor only needs to run ethernet cables above the ceiling from the kitchen hood controller in the kitchen to the data rack in room 111.
Q: What testing and inspections are required?
A: The following list is an overview of the testing and inspection requirements, see project manual for further information.
• Special Inspection of Structural Steel (by third-party Special Inspector, hired by Owner)
• Test and Balance of kitchen exhaust and makeup air airflows (by certified TAB agent, hired by
Contractor)
• Mechanical and Electrical Inspections (by Designer) o Verify minimum light level of 50 FC on cooking surfaces
• Electrical Inspection (by SCO inspector)
• NFPA 72 Fire Alarm Final Acceptance Review (by Designer, Contractor and Owner)
• Hood Fire Suppression Inspection (by Fire Marshall)
• Fire Marshall Final Inspection
Attachments:
• Pre-Bid Conference Sign-In Sheet
• Photos of equipment on Roof
• “26-31385-01A Perquimans Statement-of-Special-Inspections (signed).pdf”
• “26-31385-01A Perquimans Kitchen Hood Proj Manual Signed v3.pdf”
Photos of Equipment on Roof
Sign in sheet
File details come from the government source that posted it. Updated .