Sheet Pile Wall Replacement and Repair Services - 2nd Avenue Pump Station.pdf

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REQUEST FOR QUOTE (RFQ)

THE MATTAMUSKEET ASSOCIATION

Sheet Pile Wall Replacement and Repair Services – 2nd Ave Pump Station

RFQ #2026-10-20

1. Purpose and General Information

The Mattamuskeet Association requests quotes from qualified firms and individuals for demolition of the existing steel sheet pile wall system and construction of a new steel sheet pile retaining wall with associated structural components adjacent to the 2nd Ave Pump Station (Site MA-49), to address damages to the existing sheet pile wall and associated structural components as a result of Hurricane Matthew in October 2016. The work does not include any repairs, modifications, or maintenance involving the pumps or pump equipment. All work is limited to replacement of the existing sheet pile wall and repairs to associated structural components. The Mattamuskeet Association seeks to enter into a one-time contractual agreement with a firm or individual to provide the services contained within this RFQ. This RFQ will provide the framework for the contract to be executed by the Mattamuskeet Association and the successful firm or individual.

The Mattamuskeet Association, hereinafter referred to as the “MA,” is located in northeastern Hyde County, North Carolina and its boundary encompasses approximately 66 square miles. The MA is a private non-profit organization that provides drainage, flood control, maintained access, and utility conveyance for its members and surrounding public areas. The MA is dependent upon a network or canals to convey drainage water to 5 perimeter pump stations for removal from within the Association. The successful firm or individual is expected to provide the services necessary to replace and repair the existing sheet pile wall and structural components adjacent to the 2nd Ave Pump Station (Site MA-49).

While cost may be one of several considerations used in selecting a firm or individual for the project, the qualifications and competence of the firm will be the paramount consideration in the selection process, along with past work experience. The selected firm or individual will be hired as an independent contractor to carry out the described Scope of Services and will therefore be referred to as “Contractor” throughout the remainder of this RFQ.

A Construction plan set titled “Mattamuskeet Association Hurricane Matthew Repairs – 2nd Avenue Pump Station – Project MA-49” is included as Attachment A to this RFQ. The plan set provides the design, layout, structural details, and construction requirements necessary for contractors to remove the existing sheet pile wall and install a new sheet pile retaining wall system with associated structural components and bank stabilization.

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2. Scope of Services

The MA requires structural replacement/repair services to address damages at the 2nd Ave Pump Station resulting from Hurricane Matthew in October 2016. As such, the Contractor should be capable of providing both labor and equipment necessary to effectively and efficiently perform the structural replacement/repairs adjacent to the 2nd Ave Pump Station. The detailed scope of work requirements are provided in Exhibit A to Attachment B.

3. Schedule of Operations & Payment

It is anticipated that the successful Contractor will be able to begin work within 14 days of an award by the MA. Once the work has commenced, it should continue without delay on a daily basis except for inclement weather delays and unforeseen equipment breakdowns. Work stoppages other than for inclement weather are not allowed unless prior approval is obtained from the Operations Manager. Saturday, Sunday, and Holiday work is authorized, but not required.

The pricing for the work described in Exhibit A to Attachment B will be a LUMP SUM amount.

4. Satisfaction of Job Requirements

The Operations Manager for the MA will have final and absolute authority to determine when jobs have been completed satisfactorily, and payments or progress payments are allowed. The Operations Manager is currently Wilson Daughtry. Invoices should be tendered to the MA when jobs are accepted as complete by the Operations Manager, and payment will be made within 15 days for approved invoices.

5. Submission Requirements

The Contractor's signed quote shall be submitted as outlined in Section 11, on the enclosed form titled Contractor Pricing Submission Form on pages 8 and 9 of this RFQ. All information must be completed, or the submission may be deemed unresponsive and will not be considered.

Additional pages may be added to the form if needed.

6. Licenses, Permits and Certificates

All licenses, permits, and certificates required for and in connection with any and all parts of the work to be performed as proposed within this RFQ and any resulting contract document, shall be secured by the Contractor entirely at its own expense. There are no known environmental permits required for this described work.

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7. Laws and Ordinances

The contract will be governed by North Carolina law.

8. Independent Contractor

The relationship of the Contractor to the MA shall be that of an Independent Contractor.

9. Binding

The Contractor shall be bound by its submitted quote for a period of sixty (60) calendar days from the submittal due date, unless sooner awarded. A firm may withdraw a submitted quote by written request prior to the date and time of the proposal opening.

10. Assignment and Subcontracting

Without prior approval by the MA, the Contractor shall not assign or subcontract the work described within this RFQ, or any contract resulting from it, for the sheet pile wall replacement/repair services. If subcontractors are to be used for any portion of this proposed work, notice should be made to the MA on the Contractor Pricing Submission Form, page 9. The Contractor shall be fully responsible and accountable to the MA for the acts and omissions of persons directly or indirectly employed by him, including any subcontractors and subcontractor employees.

11. Submission of Quotes

A. Please submit one (1) signed pdf copy, of the Contractor Pricing Submission Form via email. All quotes shall be identified "RFQ #2026-10-20, Sheet Pile Wall Replacement and Repair Services – 2nd Ave Pump Station". Submissions will be received no later than Tuesday, November 17, 2026 at 5:00 P.M. EST, at the Office of the Mattamuskeet Association, 3278 Airport Road, Engelhard NC 27824. Each bidder is responsible for determining that all addenda issued by the MA has been received before submitting a quote.

B. Quotes may also be mailed through the US Postal Service to the MA address, P.O. Box 81, Engelhard NC 27824. However, it is the responsibility of the offeror to ensure the package arrives ahead of the deadline. Any packages not received by the deadline stated may be discarded.

C. Quotes will not be accepted via fax machine.

D. If mailing, mark outside of envelope with quote subject, "RFQ #2026-10-20, Sheet Pile

Wall Replacement and Repair Services – 2nd Ave Pump Station"

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E. Time is of the essence and any quote received after the announced time and date for submittal, whether by mail or otherwise, will be rejected. It is the sole responsibility of the individual or firm for ensuring that its quote is received by the MA Operations Manager before the deadline indicated above. The MA may request supplemental or additional information at any time during the procurement process from any firm or individual.

F. Nothing herein is intended to exclude any potential bidder or in any way restrain or restrict competition. On the contrary, all responsible firms/individuals are encouraged to submit quotes. The MA reserves the right to waive any informality, to reject any and/or all quotes, and to accept any quote which in its opinion may be in the best interest of the MA. The MA is not obligated to award any of the work listed in this RFQ.

G. Any “Contractor Pricing Submission Form” submitted must be signed by an individual authorized to bind the firm. All quotes submitted without such signature may be deemed non-responsive.

H. HUB/DBE Bidders: The MA encourages all businesses, including historically under-utilized and disadvantaged business enterprises to respond to all RFQ's, IFB's, and RFP's.

I. Incurring Cost: The MA shall not be liable for any cost incurred prior to the execution of the contract, such as quote preparation.

12. Disqualifications

The MA reserves the right to disqualify any firm or individual upon reasonable evidence of collusion with intent to defraud or to commit any other illegal practices on the part of the firm or individual. Failure to comply with applicable State laws concerning insurance may also be grounds for disqualification.

13. Inquiries

Questions concerning this RFQ should be directed by email or US Mail to:

Mr. Wilson Daughtry

Mattamuskeet Association Operations Manager mattamuskeetassociation@gmail.com

P.O. Box 81, Engelhard NC 27824

All questions pertaining to this RFQ must be submitted no later than Thursday, November 12, 2026 by 5:00 P.M. EST.

A Pre-bid meeting will be held on Tuesday, November 10, 2026 beginning at 11:00 am. We will convene in the parking area of the Hyde County Airport, discuss the RFQ, and view the jobs. Only written questions will be considered outside of the Pre-bid meeting. Any information given by telephone will be considered informal and not binding. Any questions that are submitted at the Pre-bid meeting or in writing by November 12, 2026 by 5:00 pm that the MA deems as pertinent to all bidders, will be emailed as an addendum to the RFQ and include the answers.

mailto:argrowers@gmail.com mailto:association@gmail.com

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14. Insurance

The Contractor to whom this RFQ is awarded shall secure and maintain during the duration of the activated contract, at its sole expense, the following types and limits of insurance described below:

A. Workers' Compensation - Coverage for its employees with statutory workers' compensation limits, and no less than $1,000,000.00 for Employers' Liability. Said coverage shall include a waiver of subrogation in favor of the Mattamuskeet Association and its agents, employees and officials.

B. Commercial General Liability - Coverage for all operations including, but not limited to Contractual, Products and Completed Operations, and Personal Injury.

The limits shall be not less than $1,000,000.00, per occurrence, with a $2,000,000.00 aggregate.

C. Business Automobile Liability - Coverage for all owned, non-owned and hired vehicles with limits of not less than $1,000,000.00, per occurrence, Combined Single Limits (CSL) or its equivalent.

Insurance policies, except Workers' Compensation, shall be endorsed (1) to show The Mattamuskeet Association as a named additional insured, as its interests may appear, and (2) to amend cancellation notice to 45 days, pursuant to North Carolina Law.

Copies or originals of correspondence, certificates, endorsements, or other items pertaining to insurance shall be sent to: Mattamuskeet Association, P.O. Box 81, Engelhard NC 27824.

15. Taxes

Federal, State, and Local Tax: The selected Contractor shall be liable for and pay all applicable sales and use taxes applicable to the work described herein.

16. Payment Schedule

The Contractor shall be paid as outlined in Sections 3 and 4.

17. Signing Quotes

The MA will prepare the contract for the execution of the awarded work, for the successful Contractor using its name exactly as it appears in the quote. Therefore, it is necessary that the bidder sign the quote using its correct and complete legal name. A copy of the MA Services Agreement with Independent Contractor is included as Attachment B. The FEMA Federal Provisions Addendum included as Attachment C will be made a part of any contract resulting from this RFQ.

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18. Award of Contract

The award will be made to the Contractor submitting the proposal which is in the best interest of the MA. Such evaluations will include the relevant experience of the Contractor, the capability of the Contractor, the cost of the fees, and other factors deemed by the MA to be in the best interest of the MA.

• The MA reserves the right to reject any or all quotes at its sole discretion or to waive any specific irregularities or informalities in order to accept a proposal deemed to be in the best interest of the MA. It is the goal of the MA to award the job for the lowest offered price.

• The MA reserves the right to cancel this RFQ at any time prior to approval of the award by the MA.

• The MA reserves the right to request clarification of information submitted and to request additional information of one or more applicants.

• The MA shall have a period of up to sixty (60) days after the opening of the quotes in which to award the contract.

The selection process will be based on the responses to this RFQ and any quote review sessions that may occur. The MA Operations Manager and selected Board members will evaluate each bidder's response considering factors set forth above. The MA shall not be required to hold interviews; however, depending on the number of responses and the information contained in the responses, the MA may decide to conduct interviews with the bidders of its choice.

19. Termination Clause

Any contract executed as a result of this RFQ will be subject to a termination provision as follows:

A. Failure to Provide Service: The MA may cancel the contract at any time for breach of contractual obligations by providing the Contractor with written notice of such cancellation. Should the MA exercise its right to cancel the contract for such reasons, the cancellation shall become effective on the date as specified in the notice of cancellation.

B. Authority to Terminate: The Board of Directors is authorized to terminate the contract on behalf of the MA, upon an affirmative vote to do so.

C. Termination for Convenience: The MA shall have the right to terminate the contract immediately upon written notice to the Contractor with or without cause and at its convenience, when the Board of Directors determines that it is in its own best interest to terminate the contract. Unless the Contractor is in breach of the contract, the Contractor shall be paid for services rendered to the MA’s reasonable satisfaction

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• Stop work on the date and to the extent specified.

• Terminate and settle all orders and subcontracts relating to the performance of the terminated work.

• Transfer all work in process, completed work, and other material related to the terminated work to the MA.

• Continue and complete all parts of the work that have not been terminated.

D. Termination of Resulting Contract: The resulting contract formed from this RFQ, may be terminated by the Contractor upon sixty (60) days prior to written notice to the MA in the event of substantial failure by the MA to perform in accordance with the terms of the contract through no fault of the Contractor.

20. Access and Audits

The Contractor shall maintain adequate records to justify all charges, expenses and cost incurred in performing the services as a result of this RFQ for a period of at least three (3) years. The MA shall be entitled to audit the books and records of the Contractor or thereto to the extent that such books and records relate to the performance of the contract or any subcontract to the contract.

21. Safety

The Contractor shall be solely responsible to assure the safety of their personnel in all activities that they, and anyone present on their behalf, perform. The Contractor shall also provide and take measures to protect the public and MA personnel during their activities. Actions may include but are not limited to the removal of unsafe equipment and unsafe personnel. Contractor will also be solely responsible to ensure that all subcontractors and Contractor’s personnel carrying out described permanent repair work are compliant with OSHA workplace requirements.

22. Exceptions to the Request for Quote (RFQ)

It is anticipated that proposers may find instances where they may take exception with certain requirements or specifications of this RFQ. All exceptions shall be clearly identified by the proposer, and written explanations provided shall include the scope of the exceptions, the ramifications of the exceptions for the MA, and a description of the advantages to be gained or disadvantages to be incurred by the MA as a result of these exceptions. The MA reserves the right to amend or alter the requirements of this RFQ document considering information received in the review process, to ensure the final product and awarded contract is in the best interest of the MA.

The Mattamuskeet Association

Contractor Pricing Submission Form - Must be submitted by Tuesday, November 17, 2026 by 5:00 pm

This Form contains 2 pages

To: The Mattamuskeet Association

From: (Contractor)

(Address)

I, hereby bid the following amount for the proposed project as was described on the RFQ document Sheet Pile Wall Replacement and Repair Services – 2nd Ave Pump Station RFQ #2026-10-20, distributed to me by the Mattamuskeet Association. My pricing will remain valid 60 days past the submission date, unless accepted sooner, and I am aware that as the successful bidder I will be required to begin this project as stipulated in the bid description, within 14 days of an accepted proposal, and continue such work in a timely manner until the project is completed. Payment for the projects will be made as specified in Sections 3 and 4 of the RFQ document. The Operations Manager is Mr. Wilson Daughtry.

My pricing is as follows:

A. Sheet Pile Wall Replacement and Repair Services (Lump Sum): $

Certification: Proposer/Contractor certifies under penalty of perjury that its response to this procurement solicitation is in all respects bona fide, fair, and made without collusion or fraud with any person, joint venture, partnership, corporation or other business or legal entity. Further that these responses and pricing are a true and singular value of compensation offered for the described work, and proposer/contractor is willing, able, and authorized to enter into a contract for services with The Mattamuskeet Association if chosen for the work and be bound by the terms outlined within.

Acknowledged and executed on this day of ___________, 2026.

Proposer/Contractor (signed) Proposer/Contractor (printed)

Additional Information:

List the names and contact information for any Subcontractors you may use in the prosecution of this work, including what role they will perform.

The Mattamuskeet Association reserves the right to reject any and all proposals and in no way obligates itself to carry out any of the above proposed work, regardless of the offered price. The Mattamuskeet Association may group jobs together and award accordingly after reviewing the prices offered. It is the goal of the Mattamuskeet Association to award the job for the lowest offered price. Nothing herein is intended to exclude any potential bidder or in any way restrain or restrict competition. On the contrary, all responsible firms/individuals are encouraged to submit quotes. The Mattamuskeet Association reserves the right to waive any informality, to reject any and/or all quotes, and to accept any quote which in its opinion may be in the best interest of the Mattamuskeet Association.