Paint Tennis Court Light Poles - River Birch Tennis Center

Informal Bid Request
#25-26-42
Project:
Paint Tennis Court Light Poles
River Birch Tennis Center
Greenville, NC
Scope of Work:
Provide material, equipment, and labor for preparation and painting of the exterior tennis
court and associated light poles at the River Birch Tennis Center.
Special Conditions:
Work must comply with all OSHA safety guidelines.
Contractor is responsible for all needed paperwork to obtain required permits. All permits
must be posted prior to the commencement of work.
There will be no pre-bid meeting, but contractors are encouraged to visit the site.
Site Location:
River Birch Tennis Center
624 W. Arlington Blvd.
Greenville, NC
Bid Submittal Deadline: Tuesday, May 5, 2026 @ 2:00 PM
Via email to: mwatson@greenvillenc.gov
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INVITATION FOR INFORMAL BID ON
PAINT TENNIS COURT LIGHT POLES - RIVER BIRCH TC
INSTRUCTIONS FOR BIDDERS
The person, firm or corporation making a proposal shall submit a bid to Mike Watson,
Project Coordinator, on or before the hour and day stated on the attached bid request
form. The preferred method of delivery of the bid is by email to
mwatson@greenvillenc.gov The bid may also be mailed or hand delivered to the Jaycee
Park Administrative office located at 2000 Cedar Lane, Greenville, N.C., 27835 and must
be received prior to the submittal deadline time and date stated and shall have the words
Bid Enclosed, Paint Poles - RBTC Attn: Mike Watson along with the company name on
the outside of the envelope.
All mailed or hand delivered bids received in the office will be marked with the date and
time they are received by reception staff. Bids will not be opened and read aloud. The
bids will be opened and evaluated, and a tabulation sheet will be available upon request
once the contract is awarded to the successful bidder.
The bidder shall include the required responses and supply all the information as
indicated on the Bid Form, Attachment B. The prices inserted shall be net and shall be
the full cost including all factors whatsoever. Any bids not submitted on such forms
provided will be considered unresponsive.
No bid may be changed or withdrawn after the time of the opening. Any modifications
or withdrawals requested before this time shall be acceptable only when such request in
writing is made to Mike Watson, Project Coordinator.
The City of Greenville reserves the right to reject any and all bids, to waive any
formalities, and to accept the bid or any portion thereof that is deemed most
advantageous to the City. Any bid submitted will be binding for 60 days after the
opening.
The scope of work attached represents the minimum specification or description of work
to be purchased or contracted. These requirements are not intended to prevent fair
responses or to eliminate competition, but they are intended for the protection of each and
every proposer to insure, if possible, that all bids submitted shall be upon a fair and
comparable basis.
It is expressly understood by the bidders that written notice of award and/or receipt of
purchase order will constitute agreement by the City to consummate the transaction and
will serve together with the proposal, scope of work, and these instructions as the entire
form of contract between the parties except in cases where formal contracts are
warranted.
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All work shall be FOB, Greenville, N.C.
Each bidder shall affirm that no official or employee of the City of Greenville is directly
or indirectly interested in this proposal for any reason of personal gain.
Sales taxes may be listed on the proposal, but as a separate item. No charge will be
allowed for Federal Excise and Transportation tax from which the City is exempt.
New vendors must register with the City of Greenville's online portal at the following
web address: https://cityofgreenvillenc.munisselfservice.com/vss
MINORITY / WOMEN BUSINESS ENTERPRISE (MWBE) PROGRAM:
It is the policy of the City of Greenville to provide minorities and women equal
opportunity for participating in all aspects of the City's contracting and procurement
programs, including but not limited to, construction projects, supplies and materials
purchases, and professional and personal service contracts. In accordance with this
policy, the City has adopted a Minority and Women Business Enterprise (M/WBE) Plan
and subsequent program, outlining verifiable goals.
The City has established a 10% Minority Business Enterprise (MBE) and 6% Women
Business Enterprise (WBE) goal for the participation of MWBE firms in supplying goods
and services for the completion of this project. All firms submitting bids agree to utilize
minority and women-owned firms whenever possible.
Questions regarding the City's MWBE Program should be directed to Wanda House,
Financial Services Manager, at (252) 329-4862.
EQUAL EMPLOYMENT OPPORTUNITY CLAUSE:
The City of Greenville, NC is an equal opportunity employer and strictly prohibits
discrimination against any employee or applicant for employment because of the
individual's race, color, religion, age, gender, disability, national origin, genetic
information, sexual orientation, gender identity/reassignment or expression, military or
veteran status, marital status, or any characteristic protected by applicable law.
TITLE VI NONDISCRIMINATION NOTIFICATION:
The City of Greenville, NC in accordance with the provisions of Title VI of the Civil
Rights Act of 1964 (78 Stat. 252, 42 US.C. 2000d to 2000d-4) and the Regulations,
hereby 1178814- v4 7 notifies all respondents that it will affirmatively ensure that any
contract entered into pursuant to this advertisement, disadvantaged business enterprises
will be afforded full and fair opportunity to submit bids in response to this advertisement
and will not be discriminated against on the grounds of race, color, or national origin in
consideration for an award. See Attachment A for more information.
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Insurance Requirements:
The following insurance coverages and limits are standard insurance requirements for
City contracts. At times the scope of the contracted work may require additional or
unique coverages and increased limits.
The name of the contracting party must agree to purchase at its own expense insurance
coverages to satisfy the following minimum requirements. A certificate reflecting the
following minimum coverages shall be required and accompany the Contract:
1. Workers' Compensation Insurance:
Limits:
Workers Compensation: Statutory for the State of North Carolina
Employers Liability: Bodily Injury by Accident $1,000,000 each accident
Bodily Injury by Disease $1,000,000 policy limit
Bodily Injury by Disease $1,000,000 each employee.
No sub-contractor may exclude executive officers. Workers Compensation must
include all employees.
2. Commercial General Liability:
Limits:
Each Occurrence: $1,000,000
Personal and Advertising Injury $1,000,000
General Aggregate Limit $2,000,000
Products and Completed Operations Aggregate $2,000,000
The aggregate limit must apply per project. The form of coverage must be the
ISO CG 00 01 policy as approved by the State of North Carolina Department of
Insurance. If a form of coverage other than the CG 00 01 is used it must be approved.
Any endorsed exclusions or limitations from the standard policy must be clearly stated in
writing and attached to the Certificate of Insurance. Completed Operations coverage must
be maintained for the period of the applicable statute of limitations
The City of Greenville must be added as an Additional Insured to the Commercial
General Liability policy.
3. Commercial Automobile Liability: (If Applicable)
Limits:
Combined single limit $1,000.000
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The City of Greenville must be added as an Additional Insured on the
Commercial Auto Liability policy.
4. Professional Liability: (If Applicable)
Limits:
Each Claim Made: $1,000,000
Aggregate: $2,000,000
5. Builders Risk Coverage: (If Applicable)
Limit:
Minimum limit in the amount of total bid price.
The Builder Risk policy must be endorsed to increase the limit of insurance for all
change orders.
Policy Form:
Builder Risk coverage must be on a direct physical loss basis and contain no
exclusion for theft, collapse or damage to foundations or underground
structures, pipes or conduits.
6. Named Insured:
The named Insured shall be The City of Greenville, P.O. Box 7207, Greenville
NC 27835, the Contractor and all sub-contractors with a contractual assumption
of responsibility for damage to the project.
All insurance companies must be admitted doing business in North Carolina and
be acceptable to the City of Greenville's Safety Risk Manager. If the insurance
company(s) is a permitted surplus lines insurer, the insurance company name, and
NAIC number must be submitted to the Safety Risk Manager for approval before
commencing work. Contractor shall be required to provide the City no less than
thirty (30) days' notice of cancellation, or any material change, to any insurance
coverage required by this Contract.
A Certificate of Insurance (COI) must be issued by an authorized representative
of the insurance carrier(s). Certificates of Insurance must have the Insurance
Company name and NAIC number clearly identified. The Certificate of
Insurance must identify the Contract and contract work, including location, to be
completed in the description section.
The City of Greenville's review or acceptance of Certificates of Insurance shall
not relieve contractor of any requirement to provide the specific insurance
coverages set forth in the Contract. Nor shall the City of Greenville's review or
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acceptance of Certificates of Insurance constitute a waiver of the specific
insurance coverage requirements set forth in the Contract or acknowledgement
that all insurance coverage requirements set forth in the Contract have been met.
Hold Harmless and Indemnity Agreement:
To the fullest extent permitted by law, the Contractor shall indemnify and hold
harmless the City of Greenville, its employees, agents and consultants against
any liability arising out of or in connection with any of the operations or
obligations of the Contractor, including but not limited to any said operations or
obligations subcontracted or assigned to a different person or entity from claims,
damages, losses, and expenses, including but not limited to attorneys' fees, which
is attributable to bodily injury, sickness, disease or death, or to injury to or
destruction of tangible property, caused by acts or omissions of the Contractor or
anyone directly or indirectly employed by them or anyone for whose acts the
Contractor may be liable, regardless of whether or not such claim, damage, loss
or expense is caused in part by a party indemnified hereunder. Such obligation
shall not be construed to negate, abridge, or reduce other rights or obligation of
indemnity which would otherwise exists as to a party or person described in this
paragraph.
E-VERIFY COMPLIANCE: The Contractor shall comply with the requirements of
Article 2 of Chapter 64 of the North Carolina General Statutes. Further, if the Contractor
utilizes a Subcontractor, the Contractor shall require the Subcontractor to comply with
the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes. By
submitting a proposal, The Proposer represents that their firm and its Subcontractors are
in compliance with the requirements of Article 2 Chapter 64 of the North Carolina
General Statutes.
IRAN DIVESTMENT ACT: Vendor certifies that: (i) it is not on the Iran Final
Divestment List created by the NC State treasurer pursuant to N.C.G.S. 147-86.58; (ii) it
will not take any actions causing it to appear on said list during the term of any contract
with the City, and (iii) it will not utilize any subcontractor to provide goods and services
hereunder that is identified on said list.
LIQUIDATED DAMAGES: If the Contractor fails to complete the work within the
time specified in the bid package, the Contractor shall pay liquidated damages to the City
of Greenville in the amount of $150.00 for each calendar day of delay until the work is
completed or accepted.
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The City of Greenville has adopted a Local Preference Policy, Resolution No. 056-13,
and a Professional and other Services Policy, Resolution No. 057-13 that may pertain to
this project. For more information, please see the City of Greenville's webpage at
Purchasing | Greenville, NC
Any questions regarding any part of this proposal shall be directed via email to Mike
Watson, Project Coordinator, at mwatson@greenvillenc.gov no later than 10:00 AM on
Tuesday, April 28, 2026.
There will be no mandatory pre-bid meeting for this project. Contractors are encouraged
to visit the site prior to submitting a bid.
Bids must be submitted using the provided Bid Submittal Form, Attachment B,
accompanied by the completed Reference Information Sheet.
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EXHIBIT B
Paint Tennis Court Light Poles
River Birch Tennis Center
Scope of Work
Scope
Provide all labor, materials, equipment, and incidentals necessary to prepare and
repaint existing exterior metal light poles. Work includes surface preparation, rust
treatment, priming (as required), and application of a complete coating system
suitable for exterior metal substrates. All work shall be to industry standards. All
OSHA requirements and other safety guidelines associated with the work shall be
followed.
Debris
All debris associated with this project shall be removed and properly disposed of
offsite.
General Requirements
1. Contractor shall commence work within ten (10) business days of the
Purchase Order date. Once work begins, the Contractor shall maintain
continuous progress until all work is complete. The courts will remain closed
to the public.
2. Weather permitting, all work shall be completed by the end of the day on
Thursday, June 4, 2026.
3. Contractor is responsible for all measurements.
4. All surfaces must be cleaned and prepped to receive primer and finish paint.
Preparation of surfaces, including rusted areas, shall be done to industry
standards and to paint manufacturer's instructions.
5. Mask adjacent surfaces, fixtures, lenses, concrete bases, and hardware not
scheduled for coating. Cover existing numbers on the poles prior to painting.
6. Prime all bare metal, rust-treated areas, and any locations where the existing
coating was removed to substrate. Apply 1 full coat at manufacturer's
recommended mil thickness.
7. Apply a complete Sherwin-Williams, or equal, exterior All Surface Enamel
(Acrylic) metal coating system that is:
* High-durability exterior enamel
* UV-resistant, hard finish
* Suitable for previously painted poles
8. Apply 2 full finish coats and maintain uniform color, sheen, and coverage
applied to manufacturer's installation instructions.
9. All work shall be neat, uniform, and professional. Overspray on adjacent
surfaces shall be removed at contractor's expense.
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10. Contractor shall include plywood mats on the playing surface if accessing the
poles using a scissor lift.
11. Contractor shall take care not to damage any concrete, landscaping, fencing,
etc. Any damage caused by the contractor shall be repaired prior to the
completion of the project.
12. Contractor shall comply with all OSHA requirements and safety guidelines
associated with the work within the scope of work.
Warranty
Provide a standard manufacturer's warranty on all material and a 1-year warranty
from the contractor on all labor.
Notes
Contractor will be able to use the facility's electrical, water, and restrooms to
complete the work.
Since the facility will be closed to the public for the duration of the work, once
work starts the contractor shall work diligently to complete the project in a timely
manner.
At the end of each day, the fence gates shall be secured prior to the Contractor
leaving the site.
The laydown area, parking, time of work, etc. will be discussed at a pre-
construction meeting with the awarded contractor.
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ATTACHMENT A
Title VI of the Civil Rights Act of 1964 facilities as may be determined by the Recipient or
Nondiscrimination Provisions, Appendices A & E. the USDOT to be pertinent to ascertain compliance
with such Acts, Regulations, and instructions. Where
During the performance of this contract, the
any information required of a contractor is in the
contractor, for itself, its assignees, and successors in
exclusive possession of another who fails or refuses
interest (hereinafter referred to as the "contractor")
agrees as follows: to furnish the information, the contractor will so
certify to the Recipient or the USDOT, as appropriate,
and will set forth what efforts it has made to obtain
1) Compliance with Regulations: The contractor the information.
(hereinafter includes consultants) will comply with
the Acts and the Regulations relative to (5) Sanctions for Noncompliance: In the event of a
Nondiscrimination in Federally-assisted programs of
contractor's noncompliance with the Non-
the U.S. Department of Transportation (USDOT), as
discrimination provisions of this contract, the
they may be amended from time to time, which are
Recipient will impose such contract sanctions as it or
herein incorporated by reference and made a part of
this contract. the USDOT may determine to be appropriate,
including, but not limited to:
(2) Nondiscrimination: The contractor, with regard to
the work performed by it during the contract, will not (a) withholding payments to the contractor under
discriminate on the grounds of race, color, national the contract until the contractor complies;
origin, sex, age, creed (religion), low-income, limited and/or
(b) cancelling, terminating, or suspending a
English proficiency, or disability in the selection and
contract, in whole or in part.
retention of subcontractors, including procurements
of materials and leases of equipment. The contractor (6) Incorporation of Provisions: The contractor will
will not participate directly or indirectly in the include the provisions of paragraphs one through six
discrimination prohibited by the Acts and the in every subcontract, including procurements of
Regulations, including employment practices when materials and leases of equipment, unless exempt by
the contract covers any activity, project, or program the Acts, the Regulations and directives issued
set forth in Appendix B of 49 CFR Part 21. pursuant thereto. The contractor will take action with
respect to any subcontract or procurement as the
(3) Solicitations for Subcontractors, Including
Recipient or the USDOT may direct as a means of
Procurements of Materials and Equipment: In all
enforcing such provisions including sanctions for
solicitations, either by competitive bidding, or
noncompliance. Provided, that if the contractor
negotiation made by the contractor for work to be
becomes involved in, or is threatened with litigation
performed under a subcontract, including
by a subcontractor, or supplier because of such
procurements of materials, or leases of equipment,
direction, the contractor may request the Recipient to
each potential subcontractor or supplier will be
enter into any litigation to protect the interests of the
notified by the contractor of the contractor's
Recipient. In addition, the contractor may request the
obligations under this contract and the Acts and the
United States to enter into the litigation to protect
Regulations relative to Nondiscrimination on the
the interests of the United States.
grounds of race, color, or national origin.
I. During the performance of this contract, the
(4) Information and Reports: The contractor will contractor, for itself, its assignees, and
provide all information and reports required by the successors in interest (hereinafter referred to as
Acts, the Regulations, and directives issued pursuant the "contractor") agrees to comply with the
following nondiscrimination statutes and
thereto and will permit access to its books, records,
authorities; including but not limited to:
accounts, other sources of information, and its
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