AVIA ITB 27-01 Terminal Roof and AHU Replacements

PROJECT MANUAL
FOR
TERMINAL ROOF AND AHU REPLACEMENTS
PROJECT NUMBER: AVIA 27-01
CHARLOTTE DOUGLAS INTERNATIONAL AIRPORT
CITY OF CHARLOTTE, NORTH CAROLINA
ADVERTISEMENT DATE: JULY 17, 2026
(Vertical Federally Funded - IFR Period)
COVER PAGE

rev. 7-16-26
Table of Contents
I. INVITATION TO BID ........................................................................................................................................ 1
II. INSTRUCTIONS TO BIDDERS ........................................................................................................................... 3
III. BID FORM AND SUPPLEMENTS ..................................................................................................................... 22
A. ITEMIZED BID ................................................................................................................................................... 23
B. EXECUTION OF BID ........................................................................................................................................... 28
C. COMMERCIAL NON-DISCRIMINATION CERTIFICATION.................................................................................... 29
D. BUY AMERICAN CERTIFICATION (A3.3.3) ......................................................................................................... 30
E. TAX DELINQUENCY AND FELONY CONVICTIONS (A21.3) ................................................................................. 32
F. LOBBYING AND INFLUENCING FEDERAL EMPLOYEES (A16.3) ..................................................................... 33
IV. CONTRACT REQUIREMENTS AND FORMS ..................................................................................................... 37
A. AIA DOCUMENT A101- 2007 ............................................................................................................................ 38
B. AIA DOCUMENT A201- 2007 ............................................................................................................................ 46
C. SUPPLEMENTAL GENERAL CONDITIONS .......................................................................................................... 81
D. SPECIAL CONDITIONS ....................................................................................................................................... 97
E. INSURANCE REQUIREMENTS ........................................................................................................................... 99
F. FEDERAL REQUIREMENTS .............................................................................................................................. 103
V. DISADVANTAGED BUSINESS ENTERPRISE PROGRAM ................................................................................. 123
VI. AIRPORT SECURITY REQUIREMENTS .......................................................................................................... 129
VII. CONTRACT FORMS ..................................................................................................................................... 135
VIII. TECHNICAL SPECIFICATIONS ....................................................................................................................... 143
IX. PLANS ........................................................................................................................................................ 144
TABLE OF CONTENTS

rev. 7-16-26
I. INVITATION TO BID
INVITATION TO BID INV - 1

rev. 7-16-26
INVITATION TO BID
The City of Charlotte (the "City") hereby invites sealed bids for the following project at Charlotte Douglas
International Airport:
PROJECT NAME: Terminal Roof and AHU Replacements
PROJECT NUMBER: AVIA ITB 27-01
BID PORTAL LINK: https://gateway.app.e-
builder.net/app/bidders/landing?accountid=80fe0a4a-0c8f-4fcd-ac93-
cc9db65522cb&projectid=8636caaf-bcc9-4176-ab83-
cc502ccc0396&bidpackageid=a0ec3574-d1c2-4bbb-aff2-
1c07175e2115
PRE-BID MEETING DATE AND TIME: July 28, 2026 at 9:30 AM ET (Site Tour to immediately follow
conclusion of Pre-Bid Meeting)
PRE-BID MEETING LOCATION: CLT Center, 5601 Wilkinson Blvd., Charlotte, NC 28208
SEE INSTRUCTIONS TO BIDDERS, SECTION 4 SITE TOURS, FOR DIRECTIONS ON REGISTERING FOR A VISITOR PASS
TO ATTEND THE SITE TOUR. ALL ATTENDEES MUST HAVE A VISITOR PASS TO PARTICIPATE.
BID DUE DATE AND TIME: August 18, 2026 at 2:00 PM ET (via Microsoft Teams)
BID OPENING LINK: https://teams.microsoft.com/meet/247077850219233?p=xeqJJSBG1KSVJfaji5
BID OPENING MEETING NUMBER: 247 077 850 219 233
BID OPENING PASSWORD: vh6LE96N
SCOPE OF WORK:
The project involves the replacement of existing roofing on the Main Terminal, Atrium, and Concourse D of CLT
Airport, along with the replacement of existing air handling units on Concourse C. The work includes re-roofing,
removal of abandoned mechanical equipment and support structures, and replacement of existing air handling units.
Much of the work will occur during the day; however, delivery of materials and removal of debris will take place at
night.
Bidders may obtain the complete Project Manual, including all plans, drawings, specifications and addenda ("Bid
Documents") beginning July 17, 2026 from the Bid Portal. Bidders may access the bid portal via the Bid Portal link
shown above.
Pre-Bid Conference: Attendance at the Pre-Bid Conference is not mandatory but is strongly encouraged. All visitors
to the CLT Center are required to show photo ID and obtain a visitor's pass from the CLT Center front desk. Please
allow time for this procedure as the Pre-Bid Conference and Bid Opening times can NOT be changed for any reason.
Preferred brand alternates, to the extent applicable, will be addressed at the Pre-Bid Conference.
Title VI Solicitation Notice (A5.3.1): The Owner, in accordance with the provisions of Title VI of the Civil Rights Act
of 1964 (78 Stat. 252, 42 USC 2000d to 2000d-4), 28 CFR 50.3, and 49 CFR Part 21, hereby notifies all bidders
that it will affirmatively ensure that any contract entered into pursuant to this advertisement, all contractors will
be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on
the grounds of the owner's race, color, national origin, sex, creed, age, or disability in consideration for an award.
INVITATION TO BID INV - 2

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II. INSTRUCTIONS TO BIDDERS
INSTRUCTIONS TO BIDDERS ITB - 3

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INSTRUCTIONS TO BIDDERS
1.0 DEFINITIONS
1.1 AIP. The Airport Improvements Program, a grant program administered by the Federal Aviation
Administration.
1.2 Addendum or Addenda. Written or graphic instruments issued by the Owner prior to the submission of
Bids which modify or interpret the Bidding Documents by additions, deletions, clarifications, or corrections
or other type of modifications. Bidders, upon receiving Addenda, shall insert same into the Bid Documents.
1.3 Additive or Deductive Bid Item (Alternate Bid). An amount stated in the Bid to be added to or deducted
from the amount of the Base Bid if the corresponding change in the Work, as described in the Bidding
Documents, is accepted by the Owner.
1.4 Air Operations Area (AOA). Any area of the Airport specified in the Airport Security Program in which
security measures specified in 49 CFR Part 1500 are carried out. This area includes aircraft movement areas,
aircraft parking areas, loading ramps, and safety areas for use by aircraft regulated under 49 CFR Parts 1544
or 1546, and any adjacent areas (such as general aviation areas) that are not separated by adequate security
systems, measures, or procedures. This area does not include the Secured Area.
1.5 Airport. The Charlotte Douglas International Airport, including all areas of land or water used or intended
to be used for the landing and takeoff of aircraft and including its buildings and facilities, if any. The term
"CLT" is synonymous with Airport for the purposes of this procurement and contract.
1.6 Alternate. An amount stated in a bid for a specific material, product or good that can be added or deducted
from the Base Bid by the Owner if the defined changes are made to the Plans or Specifications.
1.7 Authorized Representative. The firm or individual nominated by the Owner to act on behalf of the Owner;
e.g., Engineer and/or Architect of Record, City Project Manager or others as designated by Owner.
1.8 Award. The acceptance, by the Owner, of the successful bidder's proposal when communicated to the
bidder in writing.
1.9 Base Bid. The sum stated in the Bid for which the Bidder offers to perform the work described in the Bidding
Documents as the base, to which work may be added or from which work may be deducted for sums stated
in Additive or Deductive Bid Items.
1.10 Bid. A complete and properly signed offer to do the work or designated portion thereof for the sums
stipulated therein submitted in accordance with the Bidding Documents.
1.11 Bid Documents. All documents and forms contained in this Project Manual.
1.12 Bid Security. The security furnished with a Bid to guarantee that the Bidder will enter into the Contract if
its Bid is accepted by the Owner.
1.13 Bidder. Any individual, partnership, firm, corporation or other business entity acting directly through a duly
authorized representative, who submits a bid for the Work contemplated.
1.14 Calendar Day. Every day shown on the calendar. Any reference to the word "day" or "days" shall mean
calendar day or calendar days, respectively, unless otherwise expressly provided.
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1.15 Change Order. A written order to the Contractor covering changes in the Plans, Specifications, or Contract
Item quantities and establishing the basis of payment and Contract Time adjustment, if any, for the Work
affected by such changes.
1.16 Claim. A demand or assertion by one of the parties seeking, as a matter of right, payment of money, or
other relief with respect to the terms of the Contract. The term "Claim" also includes other disputes and
matters in question between the Owner and Contractor arising out of or relating to the Contract.
1.17 Contract Documents or Contract. The executed agreement between the Owner and the successful bidder,
covering the performance of and compensation for the Work. The term Contract is all inclusive with
reference to all written agreements affecting a contractual relationship and all documents referred to
therein. The Contract shall include, but not be limited to the Invitation to Bid, Instructions to Bidders, Bid
Form and Supplements, Contract Requirements and Forms, required certificates and affidavits, bonds,
addenda, technical specifications and plans. The Contract shall constitute one instrument.
1.18 Contract Item or Pay Item. A specific unit of Work for which a price is provided in the Contract.
1.19 Contract Time. The number of calendar days or working days, stated in the proposal, allowed for
completion of the Contract, including authorized time extensions. If a calendar date of completion is stated
in the proposal, in lieu of a number of calendar or working days, the Contract shall be completed by that
date.
1.20 Contractor. The successful Bidder with whom the City contracts for the Work.
1.21 Date of Final Completion (may also be referred to as Final Acceptance). The date determined and certified
by the design professional and Owner on which the Work on the Project is fully and satisfactorily complete
in accordance with the requirements of the Contract.
1.22 Disadvantaged Business Enterprise (DBE). A for-profit small business concern: (a) that is at least fifty-one
(51%) percent owned by one or more individuals who are both socially and economically disadvantaged or,
in the case of a corporation, in which fifty-one (51%) percent of the stock is owned by one or more such
individuals; and (b) whose management and daily business operations are controlled by one or more of the
socially and economically disadvantaged individuals who own it.
1.23 Engineer. The individual, partnership, firm or corporation duly authorized by the Owner to be responsible
for engineering inspection of the contract work and acting directly or through an authorized representative.
1.24 FAA. The Federal Aviation Administration of the U.S. Department of Transportation. When used to
designate a person, FAA shall mean the Administrator or his duly authorized representative.
1.25 Final Acceptance (may also be referred to as Date of Final Completion). The date determined and certified
by the design professional and Owner on which the Work on the Project, including all submittals such as as-
builts, warranty assignments and training materials, is fully and satisfactorily complete in accordance with
the requirements of the Contract.
1.26 Inspector or Project Inspector. An authorized representative of the Engineer assigned to make all necessary
inspections and/or tests of the work performed or being performed, or of the materials furnished or being
furnished by the Contractor.
1.27 Invitation to Bid (ITB). A public announcement, as required by local law, inviting Bids for Work.
INSTRUCTIONS TO BIDDERS ITB - 5

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1.28 Major and Minor Contract Items. A major Contract item shall be any item that is listed in the proposal, the
total cost of which is equal to or greater than 25 percent of the total amount of the awarded Contract. All
other items shall be considered Minor Contract items.
1.29 Notice To Proceed (NTP). A written notice to the Contractor to begin the Work on a specified date.
1.30 Owner. The City of Charlotte. For the purpose of this Project Manual, the Owner may also be referred to
as the Sponsor or City, Charlotte Douglas International Airport, or CLT.
1.31 Payment Bond. The approved form of security furnished by the Contractor and its surety as a guaranty
that it will pay in full all bills and accounts for materials and labor used in the construction of the Work.
1.32 Performance Bond. The approved form of security furnished by the Contractor and his surety as a
guarantee that the Contractor will complete the Work in accordance with the terms of the Contract.
1.33 Plans. The official drawings or exact reproductions, approved by the Owner, which show the location,
character, dimensions and details of the Airport and the Work to be done and which are to be considered
as part of the Contract.
1.34 Project. A specific Airport development. The Work may be a portion or the whole of a Project.
1.35 Project Manual. The comprehensive compilation of Contract Documents.
1.36 Restricted Area(s). Areas not open to the public and include all SIDA and Secured Areas, AOA, and non-
public portions of the Sterile Area to include the main terminal basement and loading dock area.
1.37 Runway. The area on the Airport prepared for the landing and takeoff of aircraft.
1.38 SIDA. The Secure Identification Display Area. The portion of CLT specified in the airport security program
in which security measures specified in 49 CFR Part 1542 are carried out. This area includes the Secured
Area and may include other areas of the airport. At CLT, it is all of the area inside the perimeter fence, with
the exception of the FBO and NC Air National Guard ramp.
1.39 SIDA Badge. A photo identification badge owned and issued by CLT that authorizes the recipient to enter
and be within the SIDA without escort.
1.40 Small Business Enterprise (SBE) means a business which: (a) is at least fifty-one percent (51%) owned by
one or more persons; (b) the owner has a personal net worth less than 750,000 a year; (c) is located within
the metropolitan statistical area; and finally (d) has been in business a minimum of 1 year.
1.41 Socially and Economically Disadvantaged Individual. Socially and Economically Disadvantaged Individual
means any individual who is a citizen (or lawfully admitted permanent resident) of the United States and
who a certifier finds to be socially and economically disadvantaged on a case-by-case basis. A determination
that an individual is socially and economically disadvantaged is not based in whole or in part on race or sex,
but is based on whether the individual can meet the relevant criteria described in 49 CFR Part 26.67. Being
born in a particular country does not, standing alone, mean that a person is necessarily socially and
economically disadvantaged.
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1.42 Specifications. The written directions and requirements for completing the Work. Standards for specifying
materials or testing which are cited in the specifications by reference shall have the same force and effect
as if included in the Contract physically.
1.43 Sterile Area. The portions of CLT defined in the airport security program that provides passengers access
to boarding aircraft and to which that access generally is controlled by TSA, or by an aircraft operator under
Part 1544 of 49 CFR Chapter XII or a foreign air carrier under Part 1546 of said chapter, through the
screening of persons and property. At CLT this is the terminal area beyond the security checkpoints.
1.44 Structures. Airport facilities such as buildings, bridges; culverts; catch basins; inlets; retaining walls;
cribbing; storm and sanitary sewer lines; water lines; underdrains; electrical ducts, manholes, handholes,
lighting fixtures and bases; transformers; flexible and rigid pavements; navigational aids; buildings; vaults;
and, other manmade features of the Airport that may be encountered in the Work and not otherwise
classified herein.
1.45 Substantial Completion. The stage in the progress of the Work when the Work or designated portion
thereof is sufficiently complete in accordance with the Contract Documents so that the Owner can legally,
practically, and reasonably occupy or utilize the Work for its intended use.
1.46 Surety. The corporation, partnership, or individual, other than the Contractor, executing a Bid Payment,
Performance or Guaranty Bonds that are furnished to the Owner by the Contractor.
1.47 Taxiway. For the purpose of this document, the term taxiway means the portion of the AOA of an airport
that has been designated by for movement of aircraft to and from the airport's runways or aircraft parking
areas.
1.48 Work. The furnishing of all labor, materials, tools, equipment, and incidentals necessary to the Contractor's
performance of all duties and obligations imposed by the Contract.
2.0 CONTRACT TIME
2.1 The date of commencement of the Work shall be fixed by issuance of a written Notice to Proceed from the
Owner to the Contractor. The Contract Time shall be measured from the date of commencement.
Contractor shall achieve Substantial Completion of the Work within 780 calendar days from the date of
commencement stated in the written Notice to Proceed. Contractor acknowledges that the time for
completion of the Work is sufficient for it to perform all the Work. Contractor shall achieve Final
Completion, including all required final submittals, no later than 90 calendar days from the date of
Substantial Completion.
2.2 LIQUIDATED DAMAGES
By submitting a bid, the Contractor acknowledges and agrees that the Owner is authorized to deduct and
retain out of the monies due to the Contractor and/or the Contractor will be liable to the City for liquidated
damages for the Project as set out below. For time-based damages, the amount listed shall apply for each
and every day or any portion thereof that the time employed upon said work or delivery may exceed the
time stipulated for such performance and completion. The term "day" when used in connection with
liquidated damages, shall in all instances include any portion of a day that the work is not timely completed.
The liquidated damages are fixed in view of the difficulty of estimating such damages that the Owner will
suffer by reason of such default. The cumulative amount of liquidated damages will not be capped and may
run concurrently. Assessment of liquidated damages does not preclude the award of other damages that
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may be authorized under other applicable provisions of the Contract for reasons other than the specific and
express basis of that liquidated damage.
A. Failure to achieve Substantial Completion: $2,000.00 per calendar day for each calendar day the
Contract Time is exceeded.
B. Failure to achieve Final Completion: $2,000.00 per calendar day for each calendar day the Contract
Time is exceeded.
3.0 DBE PROGRAM
3.1 This Contract is subject to the requirements of 49 CFR Part 26 - Participation by DBE in Department of
Transportation Financial Assistance Programs and the City's DBE Program. The City's DBE program, DBE
program instructions and DBE forms are hereby incorporated into this contract by reference and can be
found at:
https://www.cltairport.com/business/business-diversity-programs/dbe-program/
The Owner's award of this contract is conditioned upon the Bidder satisfying the good faith effort
requirements of 49 CFR 26.53. For additional information regarding compliance with the DBE Program
and required forms, please see Section V.
3.2 The Interim Final Rule (IFR) published and effective on October 3, 2025 required that all certified DBEs be
re-evaluated based on revised criteria. At the time of this advertisement, the applicable re-evaluation
period is underway and the IFR has suspended all DBE goal setting and the counting of DBE participation
towards any goals. For that reason, the Owner has not established a DBE participation goal ("DBE Goal")
for this Contract.
At some future time, the FAA may require the setting of goals and the counting of participation to
resume. In that event, the City will comply with any future federal guidance.
3.3 In addition to all other remedies available to Owner under this Contract, failure to comply with the
requirements of 49 CFR 26.53 or the DBE Program - including a failure to require subcontractors at any
tier to so comply, may result in the assessment of liquidated damages against the Contractor as set forth in
Section V. below.
4.0 SITE TOURS
A site tour will immediately follow the Pre-Bid Meeting. Late arrivals may not be accommodated. Attendees
must follow the below instructions in order to take part in the tour. Visitors will park at Express Deck Self
Park, 5633 Wilkinson Blvd. Charlotte NC 28208.
All interested parties may send up to two (2) representatives from their organization to participate in the
site tour. All site tour participants must submit the following information through the Q&A tab in the Bid
Portal by July 27, 2026 at 8:00 AM ET to register for a visitor pass. Late registrations will not be accepted,
including substitutions, and thus may not participate in the site tour. All representatives of interested
bidders must receive a visitor pass and undergo TSA screening to participate in the site tour, even if they
are a current badge holder.
1. Full legal name (first, middle, last) as it appears on their government-issued photo ID
2. Company Name
3. Gender
4. Date of Birth
INSTRUCTIONS TO BIDDERS ITB - 8