Urgent Repair - RFP 320-110926AG

HOUSING & COMMUNITY DEVELOPMENT
THE CENTER OF IT ALL
Request for Proposal #: 320-110926AG
Urgent Repair
Date of Issue: 09/22/2026
Proposal Due Date: 10/6/2026
At 02:00 P.M. ET
Direct all inquiries concerning this RFP to:
Alicia Gaines
Alicia.Gaines@rockymountnc.gov
252-972-1227
Attendance of bidders at pre-bid meetings on the job site is
required. No bids will be accepted from any vendor not
represented at the pre-bid meeting.

RFP 320-110926AG
Contents
EXECUTION PAGE: PROPOSAL/ACCEPTANCE FORM ................................................................................ 3
I. PROGRAM INFORMATION............................................................................................................................ 4
II. SCOPE OF WORK ........................................................................................................................................... 4
III. PROJECT SCHEDULE ............................................................................................................................... 4
IV. MANDATORY SITE VISIT .......................................................................................................................... 4
V. QUESTIONS ...................................................................................................................................................... 5
VI. PROPOSAL SUBMITTAL ........................................................................................................................... 5
VII. AUTHORIZED SIGNATURE REQUIREMENT ........................................................................................ 6
VIII. REFERENCES .............................................................................................................................................. 6
IX. CITY'S RIGHTS AND OPTIONS ............................................................................................................... 6
ATTACHMENT A: PRICING ....................................................................................................................... 53
ATTACHMENT C: SUPPLEMENTARY GENERAL CONDITIONS ................................................................ 74
ATTACHMENT D: SUPPLEMENTAL VENDOR INFORMATION ................................................................. 75
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RFP 320-110926AG
EXECUTION PAGE: PROPOSAL/ACCEPTANCE FORM
In compliance with this Request for Quote, and subject to all the conditions herein, the undersigned Vendor offers
and agrees to furnish and deliver any or all items upon which prices are quoted, at the prices set opposite each
item within the time specified herein. By executing this quote, the undersigned Vendor certifies that this quote is
submitted competitively and without collusion (G.S. 143-54), that none of its officers, directors, or owners of an
unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the
Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and that it is not an ineligible
Vendor as set forth in G.S. 143-59.1. False certification is a Class I felony. Furthermore, by executing this quote,
the undersigned certifies to the best of Vendor's knowledge and belief, that it and its principals are not presently
debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered
transactions by any Federal or State department or City department. As required by G.S. 143-48.5, the
undersigned Vendor certifies that it, and each of its sub-contractors for any Contract awarded as a result of this
RFQ, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the
requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its
employees through the federal E-Verify system. G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or
acceptance by, any City Employee associated with the preparing plans, specifications, estimates for public
Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public Contract
of any gift from anyone with a Contract with the City , or from any person seeking to do business with the City . By
execution of any response in this quote, 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. Do you have a financial interest or tangible personal benefit with a city of Rocky Mount
employee, officer, or agent? ____ Yes ____ No If yes note the employee, officer, or agent; department; and
the perceived or actual conflict of interest.
_______________________________________________________________ Failure to execute/sign quote
prior to submittal shall render quote invalid and it WILL BE REJECTED. Late quotes cannot be accepted.
VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE TOLL FREE TEL. NO:
NUMBER:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO
VENDORS ITEM #11):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF RRP Certification? Circle one: Yes No
OF VENDOR:
VENDOR'S AUTHORIZED SIGNATURE: DATE: EMAIL:
Offer valid for at least 60 days from date of proposal opening, unless otherwise stated here: ______ days. Project
must begin within 60 days of the opening at the rates proposed in Attachment A.
ACCEPTANCE OF QUOTE
If any or all parts of this quote are accepted by the City of Rocky Mount, an authorized representative of the City of
Rocky Mount shall affix his/her signature hereto and this document and all provisions of this Request for Quote
along with the Vendor response and the written results of any negotiations shall then constitute the written
agreement between the parties. A copy of this acceptance will be forwarded to the successful Vendor(s).
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RFP 320-110926AG
CITY OF ROCKY MOUNT
STANDARD FORM OF INFORMAL CONTRACT
AND GENERAL CONDITIONS
FOR
Project ID# - RFP 320-110926AG
I. PROGRAM INFORMATION
The goal of this program is to promote neighborhood stability and preserve the existing supply of single-family
homes by assisting moderate income homeowners with repairs to their homes.
The max budget for this project is as follows:
* Housing Repair/Urgent Housing Repairs up to $20,000
II. SCOPE OF WORK
The scope of work includes but is not limited to the following: HVAC, Plumbing, Carpentry, Painting &
Wallpaper, Drywall & Plaster, Floor Coverings, Electrical, and Roofing Repairs. The scope is specific to each
home.
III. PROJECT SCHEDULE
Event Responsibility Date and Time
Issue RFP City Tuesday 09/22/2026
Mandatory Pre-bid/Site Visit City Tuesday 09/29/2026 10:00 am - 1:00 pm
Submit Written Questions Contractor Thursday 10/1/2026 5:00 pm
Provide Response to Questions/Addendum City Friday 10/2/2026
Deadline
Submit Proposals Contractor Tuesday 10/6/2026 2:00 pm
Contract Award City TBD
Estimated Completion Date Contractor TBD
IV. MANDATORY SITE VISIT
Mandatory Pre-Bid Meeting
Date: 09/29/2026
Time: 10:00 am - 1:00 pm
Contact #: 252-972-1227
Instructions: It shall be MANDATORY that each Vendor representative be present for a pre-bid site visit on
September 29, 2026. Attendees shall meet promptly at 10:00 a.m. Eastern Time at 331 S. Franklin Street, Rocky
Mount, NC 27804. All attendees must sign in upon arrival and clearly indicate the prospective Vendor represented
on the sign in sheet. LATE ARRIVALS WILL NOT BE ALLOWED TO SIGN IN, NOR SHALL THEIR BID BE
CONSIDERED. Late arrivals may be excluded from the meeting room until all on-time attendees have completed
sign-in, and the sign-in sheet secured. Once the sign-in process is complete, all other persons wishing to attend may
do so to the extent that space and circumstances allow. On-time attendance will be strictly enforced.
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RFP 320-110926AG
The purpose of this visit is for all prospective Vendors to apprise themselves with the conditions and requirements
which will affect the performance of the work called for by this Request for Proposals. Vendors shall stay for the
duration of the site visit. No allowances will be made for unreported conditions that a prudent Vendor would recognize
as affecting the work called for or implied by this bid.
Vendors are cautioned that any information released to attendees during the site visit, other than that involving the
physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in
this Invitation for Bid, must be confirmed by written addendum before it can be considered to be a part of this bid.
V. QUESTIONS
Written questions shall be e-mailed to Alicia.Gaines@rockymountnc.gov prior to close of business on the date
specified in the proposal schedule. Contractors will enter "RFP #320-110926AG - Questions" as the subject for the
email.
Questions received prior to the submission deadline date, responses, and any additional terms deemed necessary
by the City of Rocky Mount will be posted in the form of an addendum to the City of Rocky Mount
https://www.rockymountnc.gov/Bids.aspx website(s) and the North Carolina Department of Administration
website https://evp.nc.gov/solicitations/ and shall become an Addendum to this RFP. No information, instruction
or advice provided orally or informally by any City personnel, whether made in response to a question or otherwise
concerning this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material
contained in an Addendum to this RFP.
Inquiries submitted no later than the date and time noted in the project schedule. Questions answered verbally will
be followed up by written addenda as deemed necessary; oral interpretations shall have no effect.
VI. PROPOSAL SUBMITTAL
Contractors interested in performing the services requested must submit the following information:
a) One (1) copy of their RFP response, including name, address, and phone number of contact person, along with
signed receipt pages of any addenda released in conjunction with this RFP and the RFP document.
1. RFP responses shall be addressed to:
Attn: RFP #320-110926AG
City of Rocky Mount
Purchasing- Alicia Gaines
331 S. Franklin Street
Rocky Mount, NC 27802
All RFP responses shall be received by the date and time noted in the schedule on page 4. RFP responses may be
sent via US Mail, FedEx, UPS, or hand-delivered. Faxed and emailed RFP responses will not be accepted.
Proposal Opening:
Proposals will be opened and read aloud at the Frederick E. Turnage Administrative Services Complex, Housing &
Community Development Conference Room, second floor, 331 South Franklin Street, Rocky Mount, North Carolina
27804 at the date and time specified on the cover sheet and RFP schedule.
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RFP 320-110926AG
VII. AUTHORIZED SIGNATURE REQUIREMENT
All proposals, bids, or other offers must be signed by an individual authorized to bind the firm contractually. The City
reserves the right to request documentation showing evidence of signatory authority (e.g., corporate resolution,
operating agreement, power of attorney, or other verification). Failure to provide such documentation upon request
may result in disqualification of the offer or rejection of the executed contract.
VIII. REFERENCES
Vendors shall provide at least three (3) different references for which your company has provided services of similar
size and scope to that proposed herein. The city of Rocky Mount may contact these users to determine the Services
provided are substantially similar in scope to those proposed herein and Contractor's performance has been
satisfactory. The information obtained shall be considered in the evaluation of the quote. If city of Rocky Mount
references are provided it cannot be counted towards your three (3) required references but may be included in
addition to.
COMPANY NAME CONTACT NAME TELEPHONE NUMBER EMAIL
Optional: City of Rocky
Mount
IX. CITY'S RIGHTS AND OPTIONS
The City reserves the following rights, which may be exercised at the City's sole discretion:
* To supplement, amend, substitute or otherwise modify this RFP at any time;
* To cancel this RFP with or without the substitution of another RFP;
* To take any action affecting this RFP, this RFP process, or the Services or facilities subject to
this RFP that would be in the best interests of the City;
* To issue additional requests for information;
* To require one or more Service Providers to supplement, clarify or provide additional information
in order for the City to evaluate the Proposals submitted;
* To conduct investigations with respect to the qualifications and experience of each Service
Provider;
* To waive any defect or irregularity in any Proposal received;
* To reject any or all Proposals;
* To share the Proposals with City employees other than the Evaluation Committee or City
advisory committees as deemed necessary;
* To award all, none, or any part of the Services that is in the best interest of the City, with one or
more of the Service Providers responding, which may be done with or without re-solicitation.
* To discuss and negotiate with selected Service Provider(s) any terms and conditions in the
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RFP 320-110926AG
Proposals including but not limited to financial terms; and
* To enter into any Contract deemed by the City to be in the best interest of the City, with one or
more of the Service Providers responding
* The City reserves the right to withhold payment and/or offset any amounts due to the Contractor
under this contract against any debt, delinquent taxes, fees, fines, utility charges, judgments, or
other obligations owed by the Contractor to the City.
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RFP 320-110926AG
CITY OF ROCKY MOUNT
URGENT REPAIR PROGRAM
BID DOCUMENT
1118 Star St, Rocky Mount NC
BRIEF DESCRIPTION & OWNER CONCERNS:
This home was built in 1910 and contains 1452 sq ft of conditioned space. Issues being resolved are installing a new
electrical distribution panel and installing a new HVAC with gas furnace and ductwork.
SPECIFICATIONS DATED: 4-23-26
INSPECTED BY: Michael Kepley
DATE OF INSPECTION: 2-25-26
ADDRESS: 1118 Star St Rocky Mount NC
General Conditions:
1. Contractors are to include all overhead and profit in the individual items.
2. The owner, after careful review, understands and accepts the scope of the work described and has initialed
and dated each page of the work write-up.
3. Contractor certifies that he/she has reviewed and agrees to perform the scope of work described and has
initialed and dated each page of the work write up.
4. The contractor shall remedy any defect due to faulty material or workmanship and pay for all damage to
other work resulting therefrom, which appears within one year from final payment by the City. All reported
deficiencies or issues must be resolved by the Contractor whether the work of subcontractors or not. The
City will not contact subcontractors to resolve issues. Further, the contractor shall furnish the owner with all
manufactures and suppliers' written warranties covering items furnished under the contract prior to release
of final payment. Roof replacement work requires a two-year warranty.
5. All lead-based paint renovation activities performed for compensation in target housing shall be
conducted in accordance with North Carolina Renovate, Repair and Paint (RRP) Rule and, when using US
Department of Housing and Urban Development (HUD) funds, 24 CFR 35 Subpart J. To bid on a pre-1978
property, the contractor's firm must provide all required Lead documents including RRP firm certification
and renovator letter.
6. Remove from site all construction materials, tools, and debris. Sweeps clean all exterior work areas.
Vacuum all interior work areas, removing all visible dust, stains, labels and tags.
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RFP 320-110926AG
7. All painting must be of the highest quality. The surfaces must be prepared and inspected before painting.
8. The primer and topcoats must have the same tint.
9. Paint and Primer shall be the following or approved equal:
1. Sherwin Williams "Super Paint", "Resilience", "Duration" or "Emerald".
All work is to comply with current North Carolina State Building Code, City of Rocky Mount Rehabilitation Standards
for Single-Family Structures, performance manual guidelines and or local building, electrical and plumbing codes with
inspections and permits when applicable. All work will be done in quality and workmanlike manner. All material must
be new, no re-used material.
When the Work Scope calls for an item to be removed and replaced, the contractor is to secure the owner's approval
to dispose of the item rather than turning the item over to the owner.
GUIDELINES FOR RENOVATION FOR PROPERTIES IN A HISTORIC DISTRICT
The property described in the attached document is either in a local historic district (meaning that the local historic
preservation ordinances apply to the exterior only), in a national historic district (meaning that the Secretary of the
Interior's historic preservation standards apply to both exterior and interior work) or is an individually designated
historically significant building under one of these two authorities. In any case, the following SHALL apply to the
work under any contract to renovate this property and it is a condition of the use of our federal funds that these
guidelines are followed.
The specifications have been written to meet these standards. If any work is added after the bids are submitted, the
Contractor is eligible for a change order to cover additional costs.
In general, the following items and conditions apply to all work on historic properties:
1. Whenever possible the Contractor shall repair and reuse original materials and restore the original structure and
details.
2. When new materials are specified, the Contractor shall assume (even if it is not specifically noted) that the new
materials shall match as closely as possible either
* (first choice) the existing damaged materials that are being replaced, or
* (second choice) the original materials on adjacent surfaces.
3. If there are no original materials to match, the Contractor shall select new materials that are in line with the
design period and style of the original structure - that is they shall "evoke" the feeling of the period of the structure.
If in doubt, ask the Community Development Rehab Specialist for guidance.
4. When new work requires penetrating the exterior walls or roof - such as with a new vent stack, roof ventilation --
or hanging something modern on the outside of the structure -- such as a new electrical service panel -- penetrating
pipes or modern appliances shall be located out of sight of the street or sidewalk whenever possible. Locations of
new penetrations require approval of the C.D. Rehab Specialist BEFORE work begins.
5. When new equipment -- such as a new HVAC unit -- will set the equipment on the property outside of the house,
the Contractor shall clear the location with the C.D. Rehab Specialist prior to beginning work on that location.
6. Where submittals are required, the Contractor shall submit materials, catalog cuts or color chips to the Rehab
Specialist who will forward them to the proper historic authority for approval. Comments will be returned to the
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RFP 320-110926AG
Contractor within 10 business days. The Contractor shall allow time for this process and anticipate this delay as
part of his agreed schedule.
7. If the Contractor proceeds with work not in compliance with historic guidelines, without having consulted the C.D.
Rehab Specialist, and the work is rejected by the agency with historic jurisdiction, the Contractor will be liable for
removing and redoing the work to the historic guidelines at his own expense.
SPECIFICATIONS BY TRADE
ELECTRICAL
All work shall be performed by a licensed electrical contractor:
Install new mast, weather head, service entrance, service panel with capacity equal to Code requirements for the
electrical demand of the dwelling unit including all specified upgrades (200 amp minimum): exterior or interior
mount, minimum 30 standard size circuit breaker capacity with main disconnect. Disconnect and remove all
abandoned boxes. Run all appliances on separate circuits; check all circuits and repair/replace all defective wiring;
ground the entire system and eliminate any wiring hazard; conceal all exposed wiring per code; index circuits for
easy reference. Tie in complete.
Bid amount _____________
HEATING
All work shall be performed by a licensed HVAC contractor:
Seal around all floors, walls and ceiling penetrations in affected areas.
If the scope of work includes the installation of new HVAC equipment or replacement of existing HVAC equipment:
the work shall include any item necessary to complete the installation of said equipment, including but not
limited to: removal of existing equipment, folding staircases, attic access, attic platforms, crawlspace doors, piers
and /or concrete slabs.
All equipment must meet or exceed the international residential building code.
Remove all existing heating equipment including electric baseboard heat strips, thermostats and repair with
matching material.
Install a new gas-fired central heating and cooling split or package system, complete, to include controls, automatic
thermostat, fans, wiring, supply/return grilles and filter etc. Insulated metal plenum'(s) with insulated metal or flex
ductwork system, Duct insulation shall be R-8, (R-6 in conditioned space) and shall include a vapor barrier on the
outside surface with a flame-spread rating not greater than 25 and a smoke density not greater than 50. Size in
accordance with ACCA Manual J specifications. Do not use foil faced or batt insulation (commonly used for walls,
ceiling, and floors) as duct insulation. Staples used to secure duct insulation shall be a minimum of 2-inch outward
clinching heavy duty staples. All seams shall be sealed with vapor barrier Mastic or approved equally durable
alternative. Minimum AFUE rating of 90%. Minimum SEER rating of 14.0. Delivery system ductwork shall be
designed in accordance with ACCA Manual D. Insulated plenum shall be a minimum of 15' long and flex duct shall
be no longer than 15' with no sharp turns or compression. System capacity, copy of sizing calculations, and duct
design calculations and drawings must be submitted to the CDO for pre-approval. All work must be performed by a
licensed HVAC contractor.
Bid amount _____________
GENERAL SPECIFICATIONS
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