Snow and Potential Ice Removal Services.pdf

RFP NO.: 26SNOW

Request for Proposal

Carteret County Government

Seasonal Snow and Potential Ice Removal Services

Issued: October 5, 2026

Submission Deadline: October 30, 2026 by 10:00 AM, EST.

CARTERET COUNTY GOVERNMENT

Phone: 252-648-7877

REQUEST FOR PROPOSAL

Date: 10/05/2026

To: Qualified Contractors

Project Name: Seasonal Snow and Potential Ice Removal Services

Carteret County Government (the “County”) is soliciting proposals from qualified and properly equipped contractors to provide seasonal snow removal, snow plowing, snow/ice treatment, de-icing, and related emergency response services at designated County facilities and sites throughout Carteret County. The County intends to establish a year-to-year service contract that allows the County to award one or more geographic territories to one or more contractors. The County may award all, some, or none of the territories and is not required to award every territory to the same contractor.

This RFP is intentionally structured to permit multiple awards. Contractors may submit pricing for any number of territories for which they can provide reliable response. The County may make separate awards by territory based upon responsiveness, responsibility, qualifications, capacity, pricing, geographic coverage, demonstrated ability to respond, and the County’s operational needs.

Scope of Services:

The Contractor shall furnish all labor, supervision, management, vehicles, trucks, plows, loaders, skid steers, sidewalk equipment, spreaders, de-icing equipment, tools, materials, fuel, transportation, communications, and other resources necessary to provide complete snow and potential ice removal services at the awarded sites.

• Monitor weather conditions and maintain sufficient staffing and equipment to respond to forecasted and actual winter weather events.

• Provide snow plowing, pushing, loading, hauling, shoveling, snow blowing, and removal from designated parking lots, drives, entrances, sidewalks, steps, ramps, emergency access areas, and other County-identified areas.

• Apply ice-melt/de-icing material to parking areas, sidewalks, steps, ramps, entrances, loading areas, emergency access routes, and other designated areas when directed or when reasonably necessary to address hazardous conditions.

• Provide emergency response when requested by the County, including after-hours, weekends, holidays, and overnight events.

• Maintain access to emergency/life-safety facilities at all times. The County may identify specific sites or areas as priority/life-safety locations and may issue more stringent response requirements for those locations.

• The Contractor shall not permit snow accumulation at County-designated priority/life-safety locations to exceed six (6) inches before removal unless otherwise directed by the County.

• Reopen and maintain safe pedestrian access, including ADA-accessible routes, ramps, stairs, and primary entrances, as directed by the County.

• Remove or relocate accumulated snow when directed by the County where piles interfere with sight distance, drainage, emergency access, parking, pedestrian travel, or facility operations.

• Prevent snow from being pushed or piled against buildings, doors, loading areas, fire hydrants, utility equipment, mechanical equipment, drainage structures, or other structures unless specifically directed.

• Use reasonable care around curbs, islands, bollards, signs, light poles, utility structures, landscaping, fences, gates, pavement markings, drainage structures, and other site features.

• Provide traffic control or spotters when reasonably necessary for safe operation of equipment in confined areas or around pedestrians and vehicles.

• Provide event documentation, including site, date/time of arrival, date/time work began and ended, services performed, equipment used, materials applied, and photographs when requested.

• Immediately report any damage, hazardous condition, inaccessible area, equipment failure, or other condition that may affect the Contractor’s ability to perform the work.

Pre-event Inspections:

Contractors are highly encouraged to inspect all proposed service locations before the first snowfall or ice event and to become familiar with site conditions, pavement layouts, grades, curbs, islands, hard structures, gates, bollards, utility structures, drainage features, parking configurations, sidewalks, steps, ramps, and other potential obstructions. Failure to inspect a site shall not relieve the Contractor of responsibility for damage caused by its operations.

Priority / Life-safety Locations:

The following facilities are treated as priority/life-safety locations for purposes of this RFP because of emergency, public safety, detention, healthcare, or critical governmental operations:

• Courthouse/Jail Complex – 302 Courthouse Square, Beaufort

• Department of Social Services – 210 Craven Street, Beaufort

• New Admin Building – 210 Turner Street, Beaufort

• Health Department – 3820 Bridges Street, Morehead City

• Broad and Gales Creek EMS Station – 3010 NC 24, Newport

• Mill Creek EMS Station – 2370 Mill Creek Road, Newport

• South River EMS Station – 1329 South River Road, Beaufort

The County may designate additional locations or individual areas as priority/life-safety locations during an event.

At these locations, snow accumulation shall not exceed six (6) inches before removal unless otherwise directed by the County.

Weather Event Response:

• The Contractor shall maintain a reliable point of contact available during winter weather events.

• Upon County notification, the Contractor shall acknowledge the request and provide an estimated mobilization time.

• Contractors shall be prepared to mobilize before, during, or after precipitation depending on County direction and weather conditions.

• The County may require additional de-icing applications after plowing or when refreezing is anticipated.

• The Contractor shall coordinate sequencing with the County when multiple awarded Contractors are working in the same general area.

• The County may direct work at any time, including nights, weekends, holidays, and during facility closures.

Ice Melt / De-icing Materials:

The Contractor shall furnish and apply an appropriate ice-melt/de-icing material suitable for the pavement and weather conditions.

• Bid pricing shall include a unit price for ice-melt/de-icing material per bag, including delivery, handling, and application labor as specified on the Bid Sheet.

• The County may request material-only pricing or may elect to furnish material; such work shall be priced only if specifically requested.

• Material application shall be documented by location and estimated quantity used.

Equipment and Labor:

Contractors shall identify hourly rates for labor and equipment on the Bid Sheet. Equipment rates shall include all normal operating costs, fuel, maintenance, mobilization within the awarded territory, and the operator if the Bid

Sheet identifies the equipment as an operator-included rate. Where a separate labor rate is provided, the County may request equipment without an operator or additional labor as needed.

• Snow plow truck / pickup with plow

• Dump truck or truck capable of hauling snow

• Skid steer with bucket/plow

• Front-end loader

• Sidewalk snow blower / compact snow-removal equipment

• De-icing / salt spreader truck or trailer

• Hand laborer

• Equipment operator

• Other equipment proposed by Contractor

Response Time:

Contractors shall state their anticipated response/mobilization time on the Bid Sheet. The County may establish a more specific response requirement in the executed contract or event-specific work authorization based on forecast severity and facility priority.

• Contractor shall acknowledge a County request as soon as practicable.

• Priority/life-safety sites shall receive service before or concurrently with lower-priority sites as directed by the

County.

• Contractors shall notify the County immediately if weather, equipment failure, staffing, road conditions, or another circumstance will prevent timely response.

Additional Provisions:

• Any damage caused by the Contractor, its employees, subcontractors, or equipment shall be the Contractor’s responsibility to repair or replace, at the County’s discretion. This includes, but is not limited to, curbs, sidewalks, pavement, landscaping, signs, bollards, gates, fencing, drainage structures, utility structures, doors, vehicles, buildings, and other County or third-party property.

• The Contractor shall promptly notify the County of any damage. Any damages caused by the Contractor shall be repaired or replaced at the Contractor’s expense, subject to the County’s discretion.

• The Contractor shall obtain all required permits, if any; provide all required notices to the County Point of

Contact, including copies of permits; and comply with all applicable federal, state, and local laws, ordinances, codes, rules, regulations, and safety requirements bearing on the conduct of the work. Permits shall be posted onsite when required.

• No time extension or additional compensation will be granted for time or costs lost due to the Contractor’s violation of any applicable law, ordinance, code, permit requirement, rule, or regulation.

Contractor Qualifications:

• Demonstrated experience providing commercial, municipal, institutional, or similar snow/ice removal services.

• Adequate staffing and equipment to service all sites proposed in the Contractor’s bid territory or territories.

• Ability to provide emergency/after-hours response.

• Valid business registration and any licenses or registrations required for the work.

• At least three references for comparable work, preferably including governmental, healthcare, institutional, or commercial clients.

• Ability to provide certificates of insurance meeting County requirements before contract execution.

• Ability to comply with all County procurement and contracting requirements.

Pricing Requirements:

All pricing shall be submitted using the attached Bid Sheet. Contractors shall clearly identify the territories for which they are submitting pricing. The County may compare pricing by territory and may award different territories to different Contractors.

• Labor – hourly rate.

• Equipment – hourly rates, identifying whether operator is included.

• Ice-melt/de-icing material – price per bag, including delivery, handling, and application labor.

• Ice-melt/de-icing application labor – hourly rate when the County elects to purchase material separately.

• Snow removal/plowing – hourly equipment rates and applicable labor.

• Mobilization/event minimums – clearly state any proposed minimum charge. No minimum shall apply unless expressly accepted by the County.

• Any proposed markups, surcharges, after-hours premiums, holiday premiums, fuel surcharges, or other charges must be disclosed on the Bid Sheet. Undisclosed charges will not be accepted.

Invoicing and Documentation:

• Invoices shall identify the territory, site, date of service, arrival/departure times, personnel, equipment, material quantities, applicable rates, and total amount.

• The County may reject invoices that do not contain sufficient documentation to verify the work performed.

• The Contractor shall not invoice for standby time unless specifically authorized in writing by the County.

Evaluation Criteria:

Proposals may be evaluated based on factors including, but not necessarily limited to:

• Responsiveness to the RFP requirements.

• Contractor qualifications and relevant experience.

• Availability, staffing, equipment, and demonstrated capacity.

• Response/mobilization capability.

• Geographic coverage and ability to service the proposed territory during a widespread weather event.

• Overall cost.

• References and past performance.

Award of Contract

For bidding and award purposes, the County has divided the service area into geographic territories. The County may award individual territories separately. A Contractor may bid one, several, or all territories. Contractors should only bid territories they can adequately staff and service during the same weather event. Carteret County

Government reserves the right to reject any or all proposals for any reason.

Term of Contract

The initial term of this contract will begin upon execution of the agreement and continue through June 30, 2027.

The option to renew this contract may be offered for five (5) one (1) year renewals at the discretion of Carteret

County Government.

Pricing shall remain firm during each contract year unless a written amendment is executed by the County. Any proposed renewal-year pricing adjustments must be submitted in writing within the timeframe requested by the

County and are subject to County approval.

The County does not guarantee any minimum number of snow/ice events, hours, quantities, locations, or expenditures.

Carteret County POC

All inquiries concerning the Scope of Services, Proposal Submission Requirements, and Site Visits should be directed to:

Mr. Ray Farnum

Project Coordinator

306 Church Street, Morehead City, NC 28557

Email: Ray.farnum@carteretcountync.gov

Telephone: 252-241-6913

Proposals shall be emailed, mailed, and/or hand delivered to the address of the POC shown above, and if mailed the sealed envelope shall clearly state the name of this RFP. It is the sole responsibility of the

Contractor to ensure that their proposal arrives by the designated submission date assigned.

Issued Date: October 5, 2026

Due Date: Proposals to the attention of Mr. Ray Farnum are due no later than October 30, 2026 by 10:00 AM, EST.

mailto:Ray.farnum@carteretcountync.gov

Site Schedule

Priority Site Address Territory

Priority / Life Safety Courthouse/Jail Complex 302 Courthouse Square, Beaufort, NC 28516 1 - Beaufort

Priority / Life Safety Department of Social

Services (DSS)

210 Craven Street, Beaufort, NC 28516 1 - Beaufort

Priority / Life Safety New Admin Building

(NAB)

210 Turner Street, Beaufort, NC 28516 1 - Beaufort

Priority / Life Safety South River EMS 1329 South River Road, Beaufort, NC 28516 1 - Beaufort

Priority / Life Safety General Services

306 Church Street, Morehead City, NC

28557

2 – Morehead City

Priority / Life Safety Health Department

3820 Bridges Street, Morehead City, NC

28557

2 – Morehead City

Priority / Life Safety Senior Center

3820 Galantis Drive, Morehead City, NC

28557

2 – Morehead City

Priority / Life Safety CCATS 5231 Business Drive, Newport, NC 28570

3 – Newport / Central

County

Priority / Life Safety Broad and Gales Creek

EMS

3010 NC 24, Newport, NC 28570

3 – Newport / Central

County

Priority / Life Safety Mill Creek EMS 2370 Mill Creek Road, Newport, NC 28570

3 – Newport / Central

County

Standard Newport Library 210 Howard Blvd., Beaufort, NC

3 – Newport / Central

County

Standard Western Office 701 Cedar Point BLD, Cedar Point, NC 28584 4 – Western County

Standard Western Carteret Library 230 Taylor Notion Rd, Cape Carteret, NC 4 – Western County

Standard Bogue Banks Library 320 Salter Path Rd, Pine

Knoll Shores, NC 4 – Western County

Standard Cedar Island Convenience

Site

3401 Cedar Island Rd., Cedar Island, NC 28520

5 – Convenience Sites –

Eastern / Down East

Standard Atlantic Convenience Site 125 Winston Dr., Atlantic, NC 28511

5 – Convenience Sites –

Eastern / Down East

Standard Davis Convenience Site 585 Hwy 70, Davis, NC

28524

5 – Convenience Sites –

Eastern / Down East

Standard Otway Convenience Site 485 Harkers Island Rd., Otway, NC 28516

5 – Convenience Sites –

Eastern / Down East

Standard Hwy 101 Convenience

Site

2664 HWY 101,

Beaufort, NC 28516

5 – Convenience Sites –

Eastern / Down East

Standard Down East Library 708 HWY 70, Beaufort, NC

5 –Eastern / Down East

Standard Mill Creek Convenience

Site

2185 Mill Creek Road, Newport, NC 28570

6 - Convenience Sites –

Central / Western

Standard Vashti Convenience Site

150 Vashti Drive, Morehead City, NC

28557

6 - Convenience Sites –

Central / Western

Standard Tom Mann Convenience

Site

510 Tom Mann Road, Newport, NC 28570

6 - Convenience Sites –

Central / Western

Standard Hibbs Road Convenience

Site

800 Hibbs Road, Newport, NC 28570

6 - Convenience Sites –

Central / Western

Standard Hwy 24 Convenience Site 200 Pringle Road, Newport, NC 28570

6 - Convenience Sites –

Central / Western

Standard Hwy 58 Convenience Site

1250 West Fire Tower

Road, Swansboro, NC

28520

6 - Convenience Sites –

Central / Western

NOTE: The County reserves the right to modify territory assignments, add/remove sites, or assign a particular site to another awarded Contractor when operationally necessary. Any such changes will be communicated by the County.

G E N E R A L C O N D I T I O N S

GENERAL

a) By submitting a proposal, the Service Provider (hereinafter referred to as the “Contractor” or “Vendor”) acknowledges that it has carefully reviewed the contract documents, drawings and specifications, has visited and inspected the project site, and has satisfied itself as to the nature and extent of the Work and Services to be performed, as well as all conditions that may affect the performance and completion of the Contract. The Contractor further acknowledges that the Contract is being issued by Carteret County Government (hereinafter referred to as the “County” or “Owner”).

MATERIALS, EQUIPMENT AND EMPLOYEES

a) The Vendor shall, unless otherwise specified, supply and pay for all labor, transportation, materials, tools, apparatus, lights, power, fuel, sanitary facilities and incidentals necessary for the completion of his work, and shall install, maintain and remove all equipment of the construction, other utensils or things, and be responsible for the safe, proper and lawful construction, maintenance and use of same, and shall construct in the best and most workmanlike manner, a complete job and everything incidental thereto, as shown on the plans, stated in the specifications, or reasonably implied there from, all in accordance with the contract documents.

b) All materials shall be new and of quality specified, except where reclaimed material is authorized herein and approved for use. Workmanship shall at all times be of a grade accepted as the best practice of the particular Service involved, and as stipulated in written standards of recognized organizations or institutes of the respective trades except as exceeded or qualified by the specifications.

c) No changes shall be made in the Work except upon written approval and change order by Director, Carteret County General Services. The Contractor shall submit detailed documentation supporting all proposed changes, including cost breakdowns, labor, materials, equipment, overhead, profit, and schedule impacts. Failure to obtain an executed Change Order prior to performing additional Work constitutes a waiver of any claim for additional compensation or additional Contract time.

d) Products are generally specified by ASTM or other reference standard and/or by manufacturer’s name and model number or trade name. When specified only by reference standard, the Contractor may select any product meeting this standard, by any manufacturer. When several products or manufacturers are specified as being equally acceptable, the Contractor has the option of using any product and manufacturer combination listed.

e) However, the Contractor shall be aware that the cited examples are used only to denote the quality standard of product desired and that they do not restrict bidders to a specific brand, make, manufacturer or specific name; that they are used only to set forth and convey to bidders the general style, type, character and quality of product desired; and that equivalent products will be acceptable. Substitution of materials, items or equipment of equal or equivalent design shall be submitted to the architect or engineer for approval or disapproval; such approval or disapproval shall be made by the architect or engineer prior to the opening of bids.

f) If at any time during the Service and completion of the work covered by these contract documents, the conduct of any worker of the various crafts be adjudged a nuisance to the Owner or if any worker be considered detrimental to the work, the Contractor shall order such parties removed immediately from the site.

g) The Contractor shall designate a foreman/superintendent who shall direct the work.

CODES, PERMITS AND INSPECTIONS

a) The Contractor shall obtain the required permits, if required, give all notices, and comply with all federal, state, and local laws, ordinances, codes, ADA requirements, rules and regulations bearing on the conduct of the work under this contract. If the Contractor observes that the drawings or specifications are at variance therewith, they shall promptly notify the Owner in writing. If the Contractor performs any work knowing it to be contrary to such laws, ordinances, codes, rules and regulations, and without such notice to the Owner, he shall bear all cost arising from non-compliance with requirements.

b) All work under this contract shall comply with all local, state, and federal laws, ordinances, codes, rules and regulations bearing on the conduct of work. All work shall conform to the current North Carolina Building Code and other state and national codes as are applicable.

c) The Contractor shall accompany a County designated representative(s) on inspections of the work as scheduled by Carteret County Government. Carteret County Government reserves the right to make determination as to whether service is being performed satisfactorily.

d) All Contractors shall comply with all applicable laws regulating the practice of general contracting as contained in Chapter 87 of the General Statutes of North Carolina. For contracts that are $40,000.00 or more, except for certain specialty work as determined by the licensing board, Contractors are required to become licensed by the NC licensing board.

SAFETY REQUIREMENTS

a) The Contractor shall be solely responsible for the entire site and the construction and service of the same and provide all the necessary protections as required by laws or ordinances governing such conditions and as required by the Owner. They shall be responsible for any damage to the Owner's property or that of others on the job, by himself, his personnel or his subcontractors, and shall make good such damages. They shall be responsible for and pay for any claims against the Owner arising from such damages.

b) The Contractor shall adhere to the rules, regulations and interpretations of the North Carolina Department of Labor relating to Occupational Safety and Health Standards for the Construction Industry (Title 29, Code of Federal Regulations, Part 1926 published in Volume 39, Number 122, Part 11, June 24, 1974 Federal Register), and revisions thereto as adopted by General Statutes of North Carolina 95-126 through 155.

c) The Contractor shall provide all necessary safety measures for the protection of all persons on the work, including the requirements of the AGC Accident Prevention Manual in Construction as amended, and shall fully comply with all state laws or regulations and North Carolina Building Code requirements to prevent accident or injury to persons on or about the location of the work. They shall clearly mark or post signs warning of hazards existing, and shall barricade excavations and similar hazards. They shall protect against damage or injury resulting from falling materials and he shall maintain all protective devices and signs throughout the progress of the work.

COUNTY BADGES AND KEYS

The County may issue the Contractor means of entry by a contractor badge or physical key. In the event a contractor badge is lost, stolen, or otherwise unaccounted for, the Contractor shall be liable for a replacement fee in the amount of two hundred and fifty dollars ($250.00), which may, at the County's sole discretion, be deducted from any payment due to the Contractor. In the event a physical key is lost, stolen, or otherwise unaccounted for, the County shall retain the sole authority to select and engage a certified locksmith to rekey or replace all affected locks and keys. The full cost of such services, including labor and materials, shall be the sole responsibility of the Contractor and may be invoiced to the Contractor and/or deducted from any amount otherwise due under this Contract. The Contractor shall notify the County's Point of Contact (POC) immediately upon discovery of any lost, stolen, or misplaced badge or key. Failure to provide timely notification may result in additional liability for any damages, cost, or security risk incurred by the County as a result of the delay.

ENVIRONMENTAL PROTECTION

a) The Contractor shall comply with all environmental laws and regulations.

b) The Contractor shall immediately clean any fuel, oil, chemical, or hazardous material spill at its sole expense and shall indemnify the County from all resulting damages.

RECORD RETENTION

The Contractor shall retain all project records, payroll records, invoices, delivery tickets, subcontract agreements, correspondence, and supporting documentation for not less than five (5) years following the final payment, or longer if litigation, audit, or claims are pending. They shall also cooperate with the County in responding to lawful public records request.

TAXES

a) Carteret County is not exempt from North Carolina State Sales and Use Taxes on labor, material and equipment to be incorporated in the Work. Said taxes shall be included in invoices submitted by Contractor. Contractor in submitting his invoices shall break out all sales taxes as a separate item and County where purchase was made.

INSURANCE

(a) To the fullest extent permitted by laws and regulations, Contractor shall indemnify and hold harmless the County and its officials, agents, and employees from and against all claims, damages, losses, and expenses, direct, indirect, or consequential (including but not limited to fees and charges of engineers or architects, attorneys, and other professionals and costs related to court action or arbitration) arising out of or resulting from Contractor’s performance of this Contract or the actions of the Contractor or its officials, employees, or Contractors under this Contract or under contracts entered into by the Contractor in connection with this Contract. This indemnification shall survive the termination of this Contract.

(b) In addition, Contractor shall comply with the North Carolina Workers’ Compensation Act and shall provide for the payment of workers’ compensation to its employees in the manner and to the extent required by such Act.

Additionally, Contractor shall maintain, at its expense, the following minimum insurance coverage:

$1,000,000 per occurrence /$2,000,000 aggregate-Bodily Injury Liability, and $100,000 --- Property Damage Liability or 1,000,000 per occurrence /$2,000,000 aggregate-Combined Single Limit Bodily Injury and Property Damage.

(c) The Contractor upon execution of this Contract shall furnish to the County a Certificate of Insurance reflecting the minimum limits stated above. The Certificate shall provide for thirty-(30) days advance written notice in the event of a decrease, termination or cancellation of coverage. Providing and maintaining adequate insurance coverage is a material obligation of the Contractor. All such insurance shall meet all laws of the State of North Carolina. Such insurance coverage shall be obtained from companies that are authorized to provide such coverage and that are authorized by the Commissioner of Insurance to do business in North Carolina. The Contractor shall at all times comply with the terms of such insurance policies, and all requirements of the insurer under any such insurance policies, except as they may conflict with existing North Carolina laws or this Contract. The limits of coverage under each insurance policy maintained by the Contractor shall not be interpreted as limiting the CONTRACTOR’s liability and obligations under the Contract.

INVOICE FOR PAYMENT

a) Payment will be made in one lump sum within thirty (30) consecutive days after acceptance of the work, unless otherwise agreed upon, and the submission both of notarized Contractor's affidavit and copies of invoices, which are to include the contract, account and job order numbers.

b) Each invoice shall note the amount of Sales Tax paid by the Contractor, contain release of lien from subcontractors and vendors for prior invoices paid, and contain a notarized Contractor’s affidavit.

c) The Contractor's affidavit shall state, "This is to certify that all costs of materials, equipment, labor, and all else entering into the accomplishment of this contract, including payrolls, have been paid in full."

d) Executed contract documents, insurance certifications and, upon completion and acceptance of the work, invoices and other information requested are to be sent to:

Mr. Ray Farnum Project Coordinator

306 Church Street, Morehead City, NC 28557 Email: Ray.farnum@carteretcountync.gov

Telephone: 252-241-6913

e) It is imperative that contract documents, invoices, etc., be sent only to the above address in order to assure proper and timely delivery and handling.

CLEANING UP

a) The Contractor shall keep the sites and surrounding area reasonably free from rubbish at all times and shall remove debris from the site from time to time or when directed to do so by Carteret County. Before final inspection and acceptance of the project, the Contractor shall thoroughly clean the sites, and completely prepare the project and site for use by Carteret County.

INSPECTION RIGHTS

a) The County, its representatives, its third-party vendors, and inspectors shall have unrestricted access to the work at all reasonable times.

b) The Contractor shall provide access to all facilities related to the Contract.

c) Inspection shall not relieve the Contractor of responsibility for defective Work.

GUARANTEE

a) The Contractor shall unconditionally guarantee materials and workmanship against patent defects arising from faulty materials, faulty workmanship or negligence for a period of twelve (12) months following the final acceptance of the work and shall replace such defective materials or workmanship without cost to the owner.

b) Where items of equipment or material carry a manufacturer's warranty for any period in excess of twelve (12) months, then the manufacturer's warranty shall apply for that particular piece of equipment or material. The Contractor shall replace such defective equipment or materials, without cost to the owner, within the manufacturer's warranty period.

Warranty begins upon Final Acceptance.

c) Additionally, the owner may bring an action for latent defects caused by the negligence of the Contractor, which is hidden or not readily apparent to the owner at the time of beneficial occupancy or final acceptance, whichever occurred first, in accordance with applicable law. The Contractor shall respond within 24-hours for emergencies and make corrections within three (3) business days. Failure to correct items within this timeline shall allow the County to repair and back-charge the Contractor.

CONTRACTOR-SUBCONTRACTOR RELATIONSHIPS

The Contractor agrees that the terms of these contract documents shall apply equally to a subcontractor as to the Contractor, and that the subcontractor is bound by those terms as an employee of the Contractor. All subcontractors are subject to approval by the County. No subcontractor may be substituted without prior written approval.

EQUAL OPPORTUNITY

The Contractor shall comply with all applicable Federal, State, and Local laws prohibiting discrimination in employment and shall not discriminate against any employee or applicant for employment on the basis of any protected characteristics provided by law.

UTILITIES

a) Temporary utilities services are furnished at Contractor’s expense unless otherwise noted. (i.e.; power, water, sewer, steam, telephones, portable toilets, trash containers, etc.)

mailto:Ray.farnum@carteretcountync.gov

b) When digging or trenching on or adjacent to County property, a 48-hour notice is required to locate existing underground utilities. Contractor must contact the County POC as well as the NC One Call Center (1-800-632-4949) for public utilities.

c) Private location services shall be the Contractor’s responsibility unless specifically noted within the RFP.

INSTRUCTIONS FOR WORKING ON COUNTY PROPERTY

1. They shall wear an identification badge and/or distinct uniform provided by the Contractor at all times while on County premises.

2. They shall be of good integrity and character.

3. They shall report any property loss or damage to their supervisor immediately. The supervisor shall report such damage or loss within 24 hours to Carteret County Government in writing, specifying the location, time and extent of the damage or loss. Failure to report such damage or loss, as required, may be construed as default of the contract.

4. They shall not engage in idle or unnecessary conversation with County employees, other employees of the Contractor, tenants, or visitors to the building(s).

5. They shall abide by the rules and regulations set forth by Carteret County Government which affects the performance of the work.

6. They shall not remove any article or materials from the premises, regardless of its value or regardless of any employee’s or tenant’s permission. This is to include the contents of any item found in trash containers or trash cans designated for that purpose.

7. They shall be respectful and use appropriate language at all times.

8. They shall not carry any weapons, alcoholic beverages, drugs (except those prescribed by a physician) while on

County premises.

PERFORMANCE & PAYMENT BONDS

In accordance with G.S. 44A-26, the successful bidder shall furnish a Performance Bond and a Payment Bond, each in an amount equal to one hundred percent (100%) of the contract price, executed by a surety company licensed to do business in the State of North Carolina and acceptable to the Owner.

The Payment Bond shall be in the amount of 5%. Contractors shall submit their bid in an internal envelope marked bid and in a separate sealed envelope for the bid bond at the time of the bid opening.

The Performance Bond shall be delivered to the Owner within ten (10) days after notice of award and prior to execution of the Service. Failure to provide required bonds may be grounds for forfeiture of bid security and award to the next lowest responsible bidder.

The Performance Bond shall guarantee faithful performance of the contract and payment of all obligations arising thereunder.

The Payment Bond shall guarantee payment to all persons supplying labor and materials for the project. The cost of bonds shall be included in the bid price, if applicable.

E-VERIFY EMPLOYER COMPLIANCE

The Contractor represents and warrants that it, and all of its subcontractors, comply with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes. For purposes of this section, the terms "Contractor," "subcontractor," and "comply" shall have the meanings set forth in N.C. Gen. Stat. § 153A-449(b). The County is relying upon this representation in entering into this Contract. If any portion of this provision is determined to be unenforceable or invalid, it shall be deemed modified to the minimum extent necessary to comply with applicable law.

SUPERINTENDENT

The Contractor shall employ a competent superintendent who shall represent the Contractor and have the authority to make field decisions necessary for performing the work. Competency must be demonstrated by performing high quality service work on time according to Contractor’s approved schedule.

RIGHT TO REJECT PERSONNEL

The County may require the immediate removal from the Project of any employee, subcontractor, or representative of the Contractor whose conduct, competence, safety practices, or performance is determined by the County to be unacceptable.

Such individual shall not return to the Project without the County’s written approval. The County reserves this right without financial impact.

TIME OF PERFORMANCE

Time is of the essence in the performance of this Contract. The Contractor shall commence and complete the work within the time specified in the contract documents. Failure to maintain the agreed schedule without written approval from the County may constitute a material breach of the Contract and may result in termination for default, assessment of damages, withholding of payment, or any other remedies available under law or this Contract.

The Contractor shall commence work to be performed under this Contract on a date to be specified in written order from Carteret County and shall fully complete all work hereunder within JUNE 30, 2027.

If the Contractor is delayed at any time in the progress of his work by any act or negligence of the Owner, his employees or his separate contractor, by changes ordered in the work; by abnormal weather conditions; by any causes beyond the Contractor's control or by other causes deemed justifiable by Owner, then the contract time may be reasonably extended in a written order from the Owner upon written request from the contractor within ten days following the cause for delay.

RIGHT TO WITHHOLD PAYMENT

The County may withhold payment for: defective work, incomplete work, unresolved warranty items, failure to submit required documents, damage to County property, unpaid subcontractors, pending claims.

SUSPENSION

The County may suspend work without terminating the contract. During any suspension, the Contractor shall protect all completed work, maintain the Project in a safe condition, and shall not be entitled to additional compensation unless expressly authorized in writing by the County.

CONTRACTOR PERFORMANCE EVALUATION

The County reserves the right to evaluate Contractor performance throughout the Project and upon completion. Performance evaluations may consider quality of workmanship, schedule adherence, responsiveness, safety, cooperation, warranty performance, and contract compliance, and may be considered in determining responsibility for future County procurements to the extent permitted by law.

SUMMARY OF PAPERWORK

SAMPLE SERVICE AGREEMENT

Attached is a Sample Service Agreement that describes the County’s contractual terms and conditions to include insurance requirements. The successful Supplier will be required to enter into a service agreement with the County. Any exceptions to the terms and conditions of the Service Agreement must be documented and submitted with proposal. In addition, any additional required language, terms or conditions must be submitted with the proposal.

FORMAT FOR PROPOSAL SUBMISSION

Upon completion, the Contractor shall submit the full proposal package in a single-sided PDF format. If the Contractor elects to submit the proposal via mail or hand delivery, all pages must likewise be printed single-sided and included in their entirety. Additionally, the Contractor shall provide a detailed cost breakdown on official company letterhead, clearly itemizing materials, labor, and applicable taxes. All bids shall be prepared and submitted in accordance with the following requirements. Failure to comply with any requirement may cause the proposal to be considered irregular and may be grounds for rejection.

PRIOR TO AWARD

1 – Submit Certificate of Insurance for Liability and Worker’s Compensation.

2 – Submit company W-9.

3 – Submit Iran Divestment Act.

4 – Submit Subcontractor Form, if applicable.

5 – Submit Supplier Exemption Form, if applicable.

6 – Submit Certification Regarding Debarment and Suspension Form.

7 – Submit E-Verify Compliance Affidavit.

8 – Complete highlighted Proposal and Contract lines.

9 – Provide material submittals and timelines, if applicable.

10 - Sign and Submit Service Agreement.

11 – Sign and Submit Bid Sheet.

AFTER AWARD

1 – Submit Project Timeline and Schedule.

2 – Sign and Submit Notice to Proceed/Letter of Award.

FINAL PAYMENT

1 – Submit invoice only after accepted work is complete.

2 – Submit completed Sales Tax Summary and Detail forms, state “None” if applicable.

3 – Submit Contractor’s Warranty Letter, state date of acceptance agreed with owner.

4 – Submit Contractor’s Affidavit Letter.

IRAN DIVESTMENT ACT CERTIFICATION

REQUIRED BY N.C.G.S. 147-86.59

As of the date listed below, the vendor or bidder listed above is not listed on the Final Divestment List created by the State Treasurer pursuant to N.C.G.S. 147-86.58.

The undersigned hereby certifies that he or she is authorized by the vendor or bidder listed above to make the foregoing statement.

Signature Date

Printed Name Title

Notes to persons signing this form:

N.C.G.S. 147-86.59(a) requires this certification for bids or contracts with the State of

North Carolina, a North Carolina local government, or any other political subdivision of the State of North Carolina. The certification is required at the following times:

• When a bid is submitted

• When a contract is entered into (if the certification was not already made when the vendor made its bid)

• When a contract is renewed or assigned

N.C.G.S. 147-86.59(b) requires that contractors with the State, a North Carolina local government, or any other political subdivision of the State of North Carolina must not utilize any subcontractor found on the State Treasurer’s Final Divestment List.

The State Treasurer’s Final Divestment List can be found on the State Treasurer’s website at the address www.nctreasurer.com/Iran and will be updated every 180 days.

E-VERIFY COMPLIANCE AFFIDAVIT

STATE OF NORTH CAROLINA

COUNTY OF ________________________

I, the undersigned, being duly authorized by and on behalf of ________________________________ (the "Contractor"), after first being duly sworn, depose and say as follows:

1. I am authorized to sign this affidavit on behalf of the Contractor.

2. As of the date of this affidavit, the Contractor employs the following number of employees (check one):

[ ] Less than 25 employees

[ ] 25 or more employees

3. The Contractor understands and complies with the requirements of Article 2 of Chapter 64 of the North Carolina General

Statutes, which requires employers with 25 or more employees to use the federal E-Verify program to verify the work authorization of newly hired employees.

4. The Contractor shall keep all records demonstrating compliance with E-Verify on file for the duration of the contract.

Contractor Name: ________________________________

Authorized Representative: ________________________

Title: ________________________________

Signature: ____________________________

Date: ________________________________

NOTARY SEAL:

Subscribed and sworn before me this _____ day of ____________, 20____.

Notary Public: ________________________________

My Commission Expires: ________________________

Vendor Name: ______________________________________________________________________

Contact Information: _________________________________________________________________

References

Provide at least three (3) references

Company Name: _____________________________________________________________________

Address: ___________________________________________________________________________

Type of Business: ____________________________________________________________________

Contact Person: _____________________________________________________________________

Type of Business: ____________________________________________________________________

Type of Business: ____________________________________________________________________

SAMPLE ONLY – do not fill in

AGREEMENT FOR SERVICES

THIS AGREEMENT FOR SERVICES (“Agreement”) is made this [________] of [_____________], 2026 (the “Effective Date”), by and between the County of Carteret, a North Carolina municipal corporation (the “County”), and [SERVICE PROVIDER], a(n) [STATE OF SERVICE PROVIDER'S INCORPORATION/ORGANIZATION] [SERVICE PROVIDER’S TYPE OF BUSINESS

ENTITY]2 (“Service Provider”). The County and Service Provider are at times collectively referred to hereinafter as the

“Parties” or individually as a “Party”.

WHEREAS, the County desires to engage Service Provider to provide the services described on Exhibit A attached hereto, together with an additional service reasonably implied and inferred therefrom or customarily provide in the performance of services of the nature to be provided by Service Provider pursuant hereto (the “Service”); and

WHEREAS, Service Provider desires to render the service in accordance with this Agreement, and has the experience, staff, and resources to perform such Service.

NOW THEREFORE, the County and Service Provider, in consideration of their mutual covenants and other good and valuable consideration, the sufficiency and receipt of which is hereby acknowledged, hereby agree as follows:

SECTION I. ENGAGEMENT OF SERVICE PROVIDER

A. Engagement- Service Provider shall perform the Service and the County shall pay Service Provider for the

Performance of such Service as set forth herein.

B. Independent Contractors- The relationship between the Parties shall be that of independent Contractors. Without limiting the generality of the foregoing, the Parties acknowledge and agree that Service Provider, its employees, subcontractors, and suppliers are not individually or collectively to be deemed an employee or employees of the

County under any circumstances. Furthermore, nothing in this agreement shall under any circumstances be construed to make the County and Service Provider joint venturers, partners, or parties to similar relationships with each other.

SECTION II. PROVISION OF THE SERVICES

1 E.g., “Acme Consulting, Inc.”, “XYZ Professional Services, LLC”, “John Q. Public”, etc. The Service Provider's full legal name should be used here and on the signature page, including the “Inc.”, “LLC” or other designation indicating the type of entity if Service Provider is an entity (e.g., “Acme Consulting, Inc.” rather than “Acme Consulting”).

2 E.g., corporation, professional corporation, limited liability company, professional limited liability company, limited liability partnership, etc. Note that the legal name should give some indication regarding the type of entity—i.e., “Inc.” or “Corp.” or

“Corporation” = a corporation; “LLC” = a limited liability company; “LLP” = a limited liability partnership. If Service Provider is an individual, replace the last two bracketed placeholders in this paragraph with the following: “individual resident of the State of

[SERVICE PROVIDER'S STATE OF RESIDENCE]”.

A. Provision of the Services- Service Provider will provide the Services in accordance with the terms and conditions of this Agreement.

B. Fees- The County will pay Service Provider for provisions of the Services consistent with the hourly rates and/or fixed amounts set forth on Exhibit A, with the total payment to Services Providers under this Agreement not to exceed

C. Additional Services- Any work required by the County but which goes beyond the scope of the services will be classified as “Additional Services.” Additional Services will be negotiated on an individual project basis and, if such negotiations are successful, will be governed by an amendment to this Agreement or a new separated agreement between the Parties.

SECTION III. RESPONSIBILITIES OF SERVICE PROVIDER AND COUNTY

A. Service Provider’s Responsibilities

1. Service Provider shall be responsible for the quality, technical accuracy, and the coordination of all Services

(including all related deliverables (the “Deliverables”)) furnished by Service Provider under this Agreement.

2. The Services shall be performed consistent with the schedule, if any, set forth on Exhibit A. If no such schedule is set forth on Exhibit A, the Services shall be provided within a reasonable time established by the

County. Service Provider agrees to provide progress reports regarding its performance of the Services in a format acceptable to the County and at intervals established by the County. The County will be entitled at all times to be promptly advised, at its request and in writing, as to the status of Services being performed by Service Provider and of the details thereof.

3. In the event there are delays on the part of the County as to the approval of any of the materials submitted by

Service Provider, or if there are delays occasioned by circumstances beyond the control of Service Provider which delay the Services’ completion date as specified on Exhibit A, the County may grant to Service Provider an extension of the contract time equal to the aforementioned delays, provided there are no changes in compensation or scope of services.

4. It shall be the responsibility of Service Provider to ensure at all times that sufficient contract time remains within which to complete the Services. Time is of the essence with respect to Service Provider’s performance of the Services.

5. In the event that Service Provider fails to timely complete the performance of all Services in accordance with the timeframe set forth on Exhibit A, the County shall have the right to cease making any partial progress payments following expiration of such timeframe. No further payments under this Agreement will be made until a time extension is granted by the County or all Services have been completed and accepted by the County in writing.

6. Service Provider shall submit to the County such Project documentation and Deliverables as agreed to by

Service Provider and the County on Exhibit A. Service Provider shall not be liable for use by the County of said

Deliverables for any purpose other than those intended by the terms of this Agreement.

7. All plans, specifications, analytical tools, maps, documents, reports, and/or other Deliverables prepared or obtained under this Agreement shall be considered “works made for hire” (as defined in 17 U.S.C. §101) for the

County and shall become the property of the County without restriction or limitation on their use. To the extent that any of the Deliverables do not constitute a “work made for hire”, Service Provider hereby irrevocably assigns, and shall cause its employees, agents, and other personnel (collectively, “Personnel”) to irrevocably assign to the

County, in each case without additional consideration, all right, title, and interest…