LED Baseball Field Lights at McEver Baseball Fields

Invitation to Bid
Bid Title: LED Baseball Field Lights at McEver Baseball Fields
Project Number: 376-20260520
Notice is hereby given that the Town of Davidson, North Carolina is seeking
sealed bids for athletic field lighting replacement.
SEALED BIDS WILL BE ACCEPTED UNTIL 2:00 PM (EST), Tuesday, June 2,
2026
Sealed Bids should be addressed to:
Davidson Town Hall
attn: Kayla Kovach, Sustainability Manager
Hand-Deliver to: 251 South Street, Davidson, NC 28036
Mail to: PO Box 579, Davidson, NC 28036

REQUEST FOR BIDS
for
the Town of Davidson, North Carolina
Furnish and install LED Baseball Field Lights at McEver Baseball Fields
SCOPE OF WORK:
Install LED baseball field lights at two baseball fields at the McEver Baseball Fields facility to replace
the existing lights currently being used and add remote monitoring systems and controls. The two fields
(Field 1 and 2) at the McEver Baseball Field facility are located at 626 South Street, Davidson, NC
28036. Currently, Field 1 has four light posts and 26 total lights and Field 2 has four light posts and 45
total lights. Only the lighting fixtures will be replaced during this project. The baseball fields are largely
used for middle through high school age groups and should meet applicable local, regional, and national
lighting standards and requirements. A photometric layout for each field shall be provided with sealed
bid. All items and products proposed in response to this Request for Bids are to be new, in un-used
condition. Bidders must submit product literature and manufacturer's specifications with their bid
documents. All supplies, equipment, and apparatus must meet all Federal, State, and Local safety
regulations, requirements, and guidelines, such as OSHA, EPA, US DOT, NC-DOT, NFPA, UL, etc.,
if so regulated.
Respondents should be familiar with Duke Energy utility and selected lights must be on Duke Energy's
DesignLights Consortium (DLC) Qualified Products List (QPL). Due to the nature of this site, the
Town has the right to limit work when baseball fields are in use. Locations of the work are shown on
the attached map of this Request for Bids package.
The project is funded through a North Carolina Department of Environmental Quality (NCDEQ) Energy
Efficiency and Conservation Block Grant (EECBG), and subject to Uniform Guidance requirements. The
chosen team and any subcontractors will need to comply with the terms, conditions, restrictions, and
requirements set forth in the subgrant documentation including, but not limited to, Davis Bacon
Requirement, Buy American Requirement, and 2 CFR 200.323 Procurement of recovered materials. At
the September 23, 2025 meeting, the Board of Commissioners accepted the grant funding. The grant
agreement documents can be found at the link below.
https://davidsonnc.portal.civicclerk.com/event/209/files/attachment/992
NOTICE TO BIDDERS:
Sealed bids for this work will be received up to 2:00 PM, on June 2, 2026
Sealed bids can be delivered to Davidson Town Hall, 251 South Street, Davidson, NC beginning
Friday, May 29, 2026 and delivered to the reception area or hand delivered at the time of the bid
opening at 2:00 pm on Tuesday, June 2, 2026 at Davidson Town Hall. No bids will be accepted
after 2:00 pm on June 2, 2026.
Mail or Hand-Deliver to:
attn: Kayla Kovach, Sustainability Manager
Davidson Town Hall
251 South Street (PO Box 579)
Davidson, NC 28036

Include all required information on the envelope and within the sealed bid as stated in the "General
Conditions and Instructions" section of this package.
This project is intended to promote diversity, inclusion, and local business opportunities in the Town's
contracting and procurement process for minority, women and small businesses.
For information regarding the Invitation to Bid, contact:
Kayla Kovach, Sustainability Manager
Town of Davidson
251 South St
Davidson, NC 28208
sustainability@townofdavidson.org
Additional information related to the bid process can be found in the "General Conditions and
Instructions" section of this package.

GENERAL CONDITIONS & INSTRUCTIONS
GENERAL
It is understood and agreed that by submitting a bid that the Bidder has examined this request for bids
package including the documents, drawings, and specifications within and has satisfied themselves rela-
tive to the Work to be performed. It is strongly encouraged that the Bidder visit the site to become
familiar with site conditions.
BIDDER'S REPRESENTATIONS
Contractor's License
Bidders shall be properly licensed under North Carolina state law to perform the work specified in the
Bidding Documents. Bids received from bidders not meeting the applicable licensure requirements as
required by law and as determined by the Town's Sustainability Manager may be considered non-
responsive and may not be considered for award.
Bidder Qualifications
Bidders must be experienced in the class of work that is proposed who can refer to projects of similar
magnitude and scope that have been successfully completed by them within the last three (3) years.
Bidder's to whom award of the Contract is under consideration may be required to submit to the Town,
upon request, a properly executed Contractor's qualification statement. The Town reserves the right to
request any and all such qualification information from Bidder's to evaluate the bidder's qualifications.
The Bidder's failure to submit the requested Qualifications Statement within the timeframe specified by
the Town may be grounds for bid rejection.
Site Investigation and Conditions Affecting the Work
By submitting a bid, Bidders certify to have carefully examined the documents, drawings, and
specifications within this request for bids package and have familiarized themselves with the project,
affecting the cost and execution of the work.
BIDDING PROCEDURES
Bid Contact
Any and all questions, concerns, or request for additional information shall be directed to Kayla Kovach,
Sustainability Manager: sustainability@townofdavidson.org.
Bid Schedule
Listed below are the dates and times by which stated actions must be taken or completed. The Town may
determine, in its sole discretion, that it is necessary to change any of these dates and times. All listed
times are Eastern standard times.
Action Time Date
Bid issued NA May 20, 2026
Deadline for questions to be
5:00 PM May 26, 2026
submitted
Addenda reflecting questions
5:00 PM May 28, 2026
and answers posted (if any)
Sealed bids due 2:00 PM June 2, 2026

Pre-Bid Conference
No pre-bid conference is scheduled for this project.
Bidder Questions
The Town is not liable for interpretations/misinterpretations or other errors or omissions made by the
Bidder in responding to this bid. The Bidder shall examine this Request for Bids package to determine if
the Town's requirements and terms and conditions are clearly stated. If, after examination of the various
requirements and terms and conditions of this bid, the Bidder may request, in writing, that the Town
clarify the requirement(s) and terms(s) and condition(s) specified by the Bidder. The Bidder must provide
the Section(s), Subsection(s), Paragraph(s), and page number(s) that identify the requirements or
conditions questioned by the Bidder. Submit questions to sustainability@townofdavidson.org.
Requests for clarification and technical questions to this bid must be received by the Town not later than
the bid schedule shown above entitled "Bid Schedule", for the submittal of written inquires. The Bidders'
failure to request clarification and submit questions by the date in the bid schedule above shall be
considered to constitute the Bidders' acceptance of all Town's requirements and terms and conditions.
The Town shall issue addenda reflecting questions and answers to this bid, if any, and shall be posted at
the North Carolina electronic Vendor Portal.
Addendum
Bidders are solely responsible for making sure that any and all addenda have been received prior to
submission of their bid. All addenda to this bid issued by the Town shall be posted to the North Carolina
electronic Vendor Portal website. All such addenda shall become part of the bid.
Bid Forms & Supplements
Bidders shall complete and submit the bid forms and supplements provided herein in their entirety for bid
consideration. Bidders shall submit Bids using bid forms provided in the bidding documents. The Bid
Form must be completed in its entirety with all entries including signatures written legibly in ink. Unit
prices shall be entered where required and applicable. Do not include taxes in bid prices. Taxes must be
itemized and added to invoices separately when invoicing the Town. Incomplete bid forms shall be
subject to rejection at the discretion of the Town.
How to Submit Bid
a) Submit sealed bids on the bid form provided herein. Include supplemental forms provided herein
with sealed bids. Items to be included for bid consideration include:
a. Bid Response Form
b. Bid Form
c. Non-Discrimination Certification
d. Execution of Bid Form
e. Photometric Layout for each field
f. Materials cut sheets
g. A 5% bid security is required for each bid.
b) Provide (2) complete sets of your bid on the bid form provided herein in hard copy paper format
(on 8-1/2" x 11" size paper, only bound with a single staple in the upper left corner or with a
single removable clip - no 3-ring binders) and must be SEALED in an envelope. NO EMAIL OR
FAX BIDS WILL BE ACCEPTED. All formal bids (estimated to be greater than $90,000) must
be submitted in a sealed envelope, plainly marked with the bid number, and date and time to be
opened.
c) All bids must be mailed or delivered as follows in sufficient time to ensure receipt by the Town
on or before the time and the date specified on the Bid Schedule. Bids not received by the time

and date specified on the Bid Schedule will not be opened or considered.
Mailing Address: Delivery Address:
Town of Davidson Town of Davidson
attn: Kayla Kovach, Sustainability Manager attn: Kayla Kovach, Sustainability Manager
PO Box 579, Davidson, NC 28036 251 South Street, Davidson, NC 28036
Bid Opening
a) A public bid opening will be held at 251 South Street, Room 120, Davidson, NC 28036 on June
2, 2026 at 2:00 PM (Eastern standard time). No official award will be made at the Bid Opening.
All bidders are welcome to attend the bid opening.
b) Bidders may not review or request copies of bids at the Bid Opening. A time must be scheduled
to meet with the Sustainability Manager for this purpose.
c) Bids will be examined by the Sustainability Manager or other designated Town staff promptly
after the opening and an award made at the earliest possible date. No bids may be withdrawn after
bid opening.
Rejection of Bids and Disqualification of Bidders
Bidders must complete each form and supplemental document provided in the Bidding Documents and as
outlined in the "How to Submit Bid" section above. Failure to complete and submit the required forms,
certifications, and Execution of Bid may be grounds for bid rejection.
The Town of Davidson reserves the right to reject any and all bids and to waive any informalities or
technicalities as it may deem to be in its best interest. No bid may be withdrawn after the opening of bids
for a period of 30 days. The Owner reserves the right to reject any or all bids and waive informalities.
Bids shall be made only on the form provided herein with all blank spaces for bids properly filled in and
all signatures properly executed.
Award and Execution of the Contract
The Town will award contracts conditioned upon funding available for the project and other
governmental approvals as may be required.
Quantities
The Town reserves the right to adjust quantities as needed, and to add additional items and/or products as
needed, as determined to be in the best interest of the Town.
Bid Security
A 5% bid security is required for each bid.
Trade Secrets
This Bid documents, supplemental documents, and all Bidders' responses received are considered public
information, except for trade secrets specifically identified in writing by the Bidder, which will be
handled according to State Statute or other laws. Any section of the bidder's response package that is
deemed to be a trade secret by the bidder shall be submitted in an envelope clearly marked "TRADE
SECRET INFORMATION- DO NOT DISCLOSE." The Town shall make a good faith effort to protect
such confidential information.
Contract Term
The contract resulting from this Invitation to Bid will begin upon the issuance of the Notice to Proceed
and will extend until December 31, 2026.

Terms and Conditions
Acceptance of the Town's Purchase Order includes acceptance of all applicable Terms and Conditions.
The Town's Purchase Order Terms & Conditions are provided below for your information.
POST-AWARD
Bonds and Insurance
The selected bidder will be required to obtain a performance and payment bond on the contractor's part
for one hundred (100) percent of the contract price.
Payment and performance bonds shall be submitted to the Town upon ten (10) calendar days of award of
the Contract and shall be in conformance with NC-GS 44A33. Failure to provide acceptable bonds within
ten (10) calendar days of award of the Contract shall be just cause for forfeiture of the bid bond or bid
deposit and rescinding the award of the Contract. Award may then be made to the next lowest responsive,
responsible bidder or the Project may be readvertised at the Town's sole discretion.
The Contractor shall submit to the Town within three (3) calendar days of recommendation of award of the
Contract a certificate of insurance in the minimum amounts required in the Contract Documents.
Notice to Proceed
The Town will issue a Notice to Proceed (NTP) to the Bidder upon award and execution of the
contract. The Bidder shall not perform any Work prior to the date on which the NTP commences. The
Town reserves the right to issue an Administrative Notice to proceed authorizing the Bidder to place
orders for products requiring long lead times, or to obtain certain permits prior to beginning any Work.
If an Administrative Notice to Proceed is issued, the Bidder shall not perform any Work prior to the date
on which the Notice to Proceed commences.
Submission of Bids
Bids shall be submitted in an opaque, sealed envelope, and printed with the following
information on the outside of the envelope:
BID FOR:
(Enter the Project Name as shown in the Bidding Documents)
BIDDER'S NAME:
(Enter Full Name of Bidder submitting the bid)
PROJECT NUMBER:
(Enter the Project Number as shown in the Bidding Documents)
DO NOT OPEN UNTIL:
(Enter the Date and Time as shown in the Bidding Documents)
All Bids must be delivered prior to the bid opening date and time specified in the Invitation for Bids.
Bidders shall be responsible for the timely delivery of Bids at the bid opening location specified.

BID RESPONSE FORM
Bid Title: LED Baseball Field Lights at McEver Baseball Fields
Pursuant to General Statutes of North Carolina, Section 143-129, as amended, sealed bids are invited
and, subject to the conditions herein, will be received by the Town of Davidson. The sealed bids will
be publicly opened.
In compliance with this Invitation for Bids, and subject to all the conditions thereof, the undersigned
Supplier offers and agrees, if this bid be accepted, to furnish, deliver, and execute this project at the
prices set opposite each item within the time specified herein. By executing this bid, the undersigned
Bidder certifies that this bid is submitted competitively and without collusion. Furthermore, by
executing this bid, the undersigned certifies to the best of Bidder'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 agency.
Failure to execute/sign bid prior to submittal shall render the bid invalid and it will be deemed non-
responsive and will be rejected. Late bids cannot be accepted.
Responder's Name:
Street Address:
City:
State:
Zip Code:
Print Name & Title of Person Signing on Behalf of Responder:
Responder's Authorized Signature: Date of Signature:
Contact Name (if different from above):
Contact Email Address:
Contact Telephone Number:

NON-DISCRIMINATION CERTIFICATION
Project: LED Baseball Field Lights at McEver Baseball Fields
Name of Company (Bidder):
The undersigned Bidder hereby certifies and agrees that the following information is correct:
1. In preparing the enclosed bid, the Bidder has considered all bids submitted from qualified,
potential subcontractors and suppliers and has not engaged in discrimination as defined in
Section 2.
2. For purposes of this certification discrimination means discrimination in the solicitation,
selection, or treatment of any subcontractor, vendor or supplier on the basis of race,
ethnicity, gender, age, religion, national origin, marital status, familial status, sexual
orientation, gender identity, gender expression, or disability or any otherwise unlawful form
of discrimination. Without limiting the foregoing, discrimination also includes retaliating
against any person or other entity for reporting any incident of discrimination.
3. Without limiting any other remedies that the Town may have for a false certification, it is
understood and agreed that, if this certification is false, such false certification will constitute
grounds for the Town to reject the bid submitted with this certification and terminate any
contract awarded based on such bid. It shall also constitute a violation of the Town's
Commercial NonDiscrimination Ordinance and shall subject the Bidder to any remedies
allowed thereunder, including possible disqualification from participating in Town contracts
or bid process for up to two years.
4. As part of its bid, the Bidder shall provide to the Town a list of all instances within the past
five years where a complaint was filed or pending against the Bidder in a legal or
administrative proceeding alleging that the Bidder discriminated against its subcontractors,
vendors or suppliers, and a description of the status or resolution of that complaint, including
any remedial action taken.
By:
Signature of Company's Authorized Representative
Title:
Date:

EXECUTION OF BID
NON-COLLUSION AFFIDAVIT, DEBARMENT CERTIFICATION, AND GIFT BAN
CERTIFICATION
The person executing the bid, on behalf of the Bidder, being duly sworn, solemnly swears (or affirms) that
neither he, nor any official, agent or employee of the Bidder has entered into any agreement, participated in any
collusion, or otherwise taken any action which is in restraint of free competitive bidding in connection with any
bid or contract, that the Bidder has not been convicted of violating North Carolina General Statute 13324
within the last three years, and that the Bidder intends to do the work with its own bona fide employees or
subcontractors and is not bidding for the benefit of another contractor.
In addition, execution of this bid in the proper manner also constitutes the Bidder's certification of status under
penalty of perjury under the laws of the United States in accordance with the Debarment Certification attached,
provided that the Debarment Certification also includes any required statements concerning exceptions that are
applicable.
NC General Statute 13332 prohibits the offer to, or acceptance by, any Town employee of any gift from anyone
with a contract with the Town or State, or from any person seeking to do business with the Town of Davidson. By
execution of any response in this procurement, you attest, 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.
In the event the Bidder is awarded the Contract, execution of the Bid by the Bidder is considered the same as
execution of the Contract. Affixing the corporate seal to this document is only intended to verify the officer signing
on behalf of the corporation has the authority to do so.
The undersigned, having carefully familiarized himself with the existing conditions on the Project area affecting
the cost of work and hereby proposes to furnish all supervision, labor, equipment, materials and services required
to complete the Project in accordance with the bid specifications at and for the Total Amount Bid, excluding any
Allowances, such as contingency, which may be used by the Contractor only upon written instructions from the
Town in accordance with the terms of this Contract.
By:
Signature of Company's Authorized Representative
Title:
Date: