ITB: East Flat Rock Shingled Roof Replacement

Henderson County Government
ITB: East Flat Rock Park Shingled Roof Replacement
Date of Issue: 9/28/2026
Bid Due Date: 10/16/2026 by 3:00 pm, EST
Mandatory Pre-Bid
Location: 105 East Blue Ridge Road, Hendersonville NC 28792
Date: 10/06/2026
Time: 10:00 AM
Direct all inquiries concerning this ITB to:
Doug Guffey
Purchasing Agent
Phone: 828-694-5023
Email: hcpurchasing@hendersoncountync.gov
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BID FORM
GENERAL
Pursuant to the General Statutes of North Carolina informal bids, subject to the conditions and
specifications herein, are invited for the East Flat Rock Park roof replacements. Bids may be submitted
via email to hcpurchasing@hendersoncountync.gov or via mail to the Henderson County Finance
Department, 113 N Main St, Hendersonville N.C. 28792. Bids will be due on 10/16/2026. By 3:00 PM
EST.
PRICING
The bidder has carefully examined the annexed form of specifications and instructions to bidders and
hereby declares that they will furnish the construction services called for in the manner prescribed
in the specifications and instructions to bidders for the following price:
Base Bid
The base bid and alternate prices shall be inclusive of all applicable fees, permits, and taxes.
OFFER AND ACCEPTANCE
Henderson County seeks offers for the construction services described in this solicitation. The County's
acceptance of any offer must be demonstrated by execution of the acceptance found below. Acceptance
shall create a contract having an order of precedence as follows: In cases of conflict between documents
comprising the contract, the order of precedence shall be (1) special terms and conditions specific to this
ITB/RFQ, (2) specifications and requitements under the Instruction to Bidders, (3) Hendeson County Terms
and Conditions of this ITB/RFQ, and (4) the agreed portions of the awarded Vendor's offer. No contract
shall be binding on the County until an encumbrance of funds and preaudit has been made for payment
of the sums due under the contract.
EXECUTION
In compliance with this Invitation for Bid / Request for Quote, and subject to all the conditions herein, the
undersigned offers and agrees to furnish any or all services or goods upon which prices are offered, at the
price(s) offered herein, within the time specified herein. By executing this offer, I certify that this offer is
submitted competitively and without collusion.
Failure to execute/sign offer prior to submittal shall render offer invalid. Late offers are not acceptable.
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OFFEROR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY, STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO
PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:
AUTHORIZED SIGNATURE: DATE: E-MAIL:
Offer valid for ninety (90), days from date of offer opening unless otherwise stated here: __________days.
ACCEPTANCE OF OFFER
If any or all parts of this ITB/RFQ are accepted, an authorized representative of Hendeson County shall
affix their signature hereto. A copy of this acceptance will be forwarded to the successful vendor(s).
FOR COUNTY USE ONLY
Offer accepted and contract awarded pursuant to Purchase or Contract Order number _________ this
______ day of _____________________, 20____, as indicated on attached certification,
by _____________________________________________ (Authorized representative of Henderson
County).
This instrument has been preaudited in the manner required by the Local Government Budget &
Fiscal Control Act. N.C.G.S. 159-28(a).
Henderson County Finance Director
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Bidders Checklist
Be aware of the bid opening date and time as indicated on the first page of this bid.

All signatures must be by a company officer or agent who is authorized to enter into and sign bid

documents.
Have you read and understood the "Terms and Conditions" and the "Instructions to Bidders" for

submitting a bid?
Have you read and do you completely understand all the specifications of this bid?

Have you submitted the requested number of copies of your bid and included all the requested

literature and specifications?
If an addendum to the specifications was issued, has it been signed and returned with this bid?

Have you included a Certificate of Insurance with minimum limits provided herein naming

Henderson County as additionally insured?
Have you included a copy of your general contractor licensure or general contractors number?

Have you enclosed statements explaining any exceptions made to the specifications?

Have you included executed copies of the attachments?

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INSTRUCTIONS TO BIDDERS
Section 1: Purpose
The purpose of this document is to provide general and specific information for East Flat Rock Park
shingled roof replacements. All bids and contracts are governed by Henderson County policy and
Section 143-131 of the North Carolina General Statutes.
Section 2: Bid Schedule
Listed below are the dates and times by which stated actions must be taken or completed. The County
may determine, in its sole discretion, that it is necessary to change any of these dates and times. Should
changes be required, proper notice will be provided to potential bidders. All listed times are Eastern
standard times.
Action Time Date
Bid issued 10:00 am 9/28/2026
Mandatory Pre-Bid 10:00 am 10/06/2026
Deadline for Questions 3:00 pm 10/07/2026
County Responses 3:00 pm 10/08/2026
Bids Due 3:00 pm 10/16/2026
A MANDATORY PRE-BID MEETING will be held at East Flat Rock Park, 105 East Blue Ridge Road,
Hendersonville NC, 28792, at 10:00 am. If your company does not attend the pre-bid meeting or is not
present for the duration of the meeting your bid will not be considered as responsive.
Section 3: Bid Contact
Any and all questions, concerns, request for additional information, and alternate product
considerations shall be directed to the Henderson County Finance Department to the attention of the
Purchasing Agent:
Doug Guffey
hcpurchasing@hendersoncountync.gov
Section 4: Bidder Questions
The County 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 bid to determine if the County'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 believes there are any requirements or
terms and conditions which remain unclear or which restrict competition, the Bidder may request, in
writing, that the County 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.
Requests for clarification, technical questions, and approval of alternate products to this bid must be
received by the County no later than the date shown above in Section 2, entitled "Bid Schedule", under
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Deadline for Questions. 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 County
requirements and terms and conditions. The County shall issue addenda reflecting questions and
answers to this bid, if any, and shall be posted to the County's website at
https://www.hendersoncountync.gov/rfps.
Section 5: Objections to the Specifications
It is not the intent of the bid specifications to exclude or limit competition or favor any supplier. If there
is an objection to any of the specifications or requirements listed herein, the bidder must notify Doug
Guffey, Purchasing Agent in writing, stating and listing the specifications and objections, no later than the
date shown above in Section 2, entitled "Bid Schedule", under Deadline for Questions. If a pre-bid
meeting has been scheduled, any objections must be presented in writing at that time. The objections
stated must pertain both to form and substance of the bid document. Failure to object in accordance with
the above procedure shall constitute a waiver on the part of the bidder to protest the solicitation. All
concerns, questions, clarifications, or other correspondence must be directed only to Doug Guffey,
Purchasing Agent. Information obtained from other sources will not be considered in the evaluation and
award of this bid.
Section 6: Equivalent Equipment
Bids are allowed for equivalent equipment. Equivalent equipment is defined as bids containing
equipment that is not identical by manufacturer and model or bids which have substantially different
specifications, albeit compliant, to what is outlined within the bid specifications. When bids are
submitted that contain equivalent equipment, the bidder must submit documentation for review as a
part of the bid to show that the product meets or exceeds the specifications of the item(s) referenced in
the specifications. It shall be the responsibility of the bidder to show that the equipment is equivalent
and conforms to the specifications contained herein. Bidders may submit multiple bids on various
manufacturers' brands/models.
Section 7: Bid Alternates
The County reserves the right to request pricing on alternate equipment or services along with the pricing
for the main or primary product or items when applicable. At the discretion of the County, some or all of
the alternates requested may or may not be added and purchased based upon the necessity and the
availability of budgeted funds. The bid award will be made to the lowest, responsive, responsible bidder
for the main or primary product or services on the Bid Form. Pricing for bid alternates will be requested in
the bid alternate section of the Bid Form and will not be included in the determination of the bid award.
Section 8: How to Prepare Bids
Bidders are encouraged to carefully review all provisions and attachments of this document prior to
completion. Each bid constitutes an offer and may not be withdrawn except as provided herein. Also,
prices are to remain firm for the period stated herein.
I. Bid Prices:
All items and products proposed in response to this Bid are to be new, in un-used condition
unless otherwise noted in the Minimum Specifications. All prices proposed in response to this
Bid are to include all transport, freight, fuel surcharges and other fees if applicable and be
delivered FOB destination, freight prepaid and allowed to the location provided on the County
Purchase Order if not otherwise instructed within the specifications section. All items are to be
packaged, and shipped or delivered safely in a protective carton, fully assembled and serviced,
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ready for use and operation where applicable or otherwise described within the specifications.
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.
II. BID FORM: Submit all prices and offers on the BID FORM(s) provided herein. All bids must be
submitted and signed by the supplier or their authorized representative with all erasures or
corrections initialed and dated.
III. Addendum(s): If applicable, bidders shall include signed addendum(s) with their bid submittal
acknowledging the modifications made to the bid document.
IV. SIGNATURE: All bids must be signed by an authorized official of the company on the Bidders
Signature Page.
Section 9: How to Submit Bids
I. SUBMIT BIDS ON THE BID FORM PROVIDED HEREIN.
II. Bids may be submitted via email to hcpurchasing@hendersoncountync.gov.
III. Bids may be mailed or delivered as follows:
Mailing & Delivery Address:
ITB: East Flat Rock Park roof replacements
Henderson County Finance Department
113 N Main Street
Hendersonville, NC 28792
IV. Please note bids not received by the time and date specified on the Bid Form will not be opened
or considered.
V. Bidders shall provide any available product literature and manufacturer's specifications at the
request of Henderson County.
Section 10: Bid Opening
I. All bids will be opened at the time and place shown on the enclosed Bid Form. LATE BIDS WILL
NOT BE OPENED OR ACCEPTED.
II. Bids will be examined by the Purchasing Agent and the using department officials promptly after
the opening and an award made as early as possible.
III. Bidders may request and receive copies of the bid document and/or bid tabulation after the
award of the project.
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Section 11: Award of Bid
The County reserves the right to reject any and/or all bids received as allowed by law, or to select the bid
which, in our opinion, is in the best overall interest of the County. The award shall be made to the lowest,
responsive, responsible bidder, or bidders, taking into consideration quality, performance and the time
specified in the bid for the performance of the contract.
Section 12: Errors in Bids
Bidders or their authorized representatives are expected to understand the conditions, requirements,
and specifications before submitting bids. Failure to do so will be at the bidders' own risk. In case of an
error in the extension of prices on the bid, the unit price shall govern.
Section 13: Bid Tabulation
Bidders may request a bid tabulation from the Purchasing Agent, after the bid has been awarded (NCGS
143-131(a).
Section 14: Specifications
I. Overview:
It is the intent of these specifications to set up minimum requirements for the Shingled Roof
Replacements on the Restroom building, Gazebo, and Picnic Shelter as specified. These
specifications must be considered as minimum requirements. If it is necessary to bid alternate
equipment or to take exceptions to the specifications as set forth, this must be so stated in your
bid. Any reference to a model or brand is only to denote quality and does not mean that equal
equipment will not be considered.
II. Specifications
1. Fence off or barricade work areas to direct public away from job site as Park will remain open
during construction
2. Tear off and dispose of existing roofing material down to structural decking and any damaged
Facia that needs replaced.
3. Replace any water damaged decking and Facia as needed, repaint Facia to match existing.
4. Provide and install metal drip edge at eaves and rakes.
5. Provide and install ice and water shield where required.
6. Provide and install starter shingles at eaves.
7. Provide and install minimum 30-year architectural shingles (color TBD)
8. Provide and install hip/ridge shingles and ridge vent where applicable.
9. Provide and install Brown - 6" Guttering and 4 x 5 downspouts on Restroom building and picnic
shed.
10. Thoroughly clean up all debris and use magnet to make sure all nails are removed from park
A site inspection will be required by County representative upon completion.
III. Installation
1. Bidder shall provide a turnkey project inclusive of all labor, materials, supervision, disposal
fees, permits, inspections, taxes as applicable.
2. Install all materials and equipment in accordance with manufacturer's instructions and
warranty requirements.
3. Bidder must submit a timeline for the beginning and completion of the project.
4. Bidders to obtain and pay for all required permits and inspections. Any deficiencies found in
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the installation or materials used in the installation which prevents receiving a green tag from
inspectors or issues found during the final walkthrough with County representatives will be
the Contractors responsibility and expense to correct.
5. Cleanup of all affected work areas shall be completed daily.
IV. Warranty
1. The construction services and materials furnished by the winning bidder (contractor), or any
subcontractors shall be free from any defects in workmanship for a period of one year from
the date of final payment.
V. Acceptance of Work
1. Bidder shall perform a final walk through with a County representative upon completion.
2. Henderson County shall receive all inspections, certifications, and permits required by local
and State agencies as applicable. Henderson County is to receive written copies of all.
3. Henderson County shall receive all warranties, maintenance manuals, product data, and
closeout documents as applicable.
Section 15: Licensure
Bidder shall provide a copy of their general contractor licensure or their general contractors license
number below. If not provided the bid will be considered nonresponsive.
General Contractors License No: _________________________________
Section 16: W9
Bidder shall provide a copy of their W9 dated within the past 12 months with their bid.
Section 17: Terms and Conditions
Any bid or proposal submitted to Henderson County shall be deemed to include all the Terms and
Conditions shown in the document found online at
https://www.hendersoncountync.gov/sites/default/files/fileattachments/henderson_county/page/4261
1/terms_conditions.15.23_0.pdf
These Terms and Conditions, which refer to a "purchase order", shall be deemed to be included in any
contract entered into as a result of this Invitation to Bid ("ITB").
Any attempt by a proposed contracting party (the "Bidder") under the ITB to exclude any of these Terms
and Conditions shall cause any bid or proposal made in response to this ITB to be deemed to be non-
responsive.
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Section 18: Minimum Insurance Requirements
The Bidder shall provide an Insurance Certificate naming Henderson County as additionally insured with
the minimum limits indicated below:
Required Coverage Minimum Insurance Limits
Workers' Compensation Statutory/Employers Liability: $500,000/$500,000/$500,000
General Liability $1M per occurrence/$2M aggregate
Automobile $1M per occurrence/Combined Single Limit
Additional Insured Status Required
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