IFB:?School LED Installation at Four Schools

Gaston County Schools
Gastonia, North Carolina
INVITATION FOR BID
4 School LED Installation
For all questions about this IFB contact:
Jeffrey Crane
Facility Services
Gaston County Schools
941 Osceola Street
Gastonia, North Carolina 28054
(office)704-810-8828
(cell) 704-214-4131
jdcrane@gaston.k12.nc.us
Pre-bid
10:00 am Thursday, May 7 2026
Bids Due by
12:00 pm Friday, May 22 2026
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OBJECTIVE
The objective of this Invitation for Bid (IFB) is to award a contract for the 4 School LED
Installation to the vendor offering the highest quality service at the best value.
The laws of the State of North Carolina shall prevail concerning all purchases and services
under this IFB and subsequent contract(s).
Mandatory pre-bid visit... No bid will be accepted from a vendor that does not attend the pre-
bid meeting at 10:00 am Thursday, May 7 2026. There will be a sign in sheet. All bidders will
meet at:
Gaston County Schools Facilities
941 Osceola Street
Gastonia, NC 28054
Point of Contact- Jeffrey Crane
(cell) 704-214-4131
(office)704-810-8828
SCOPE OF WORK
* Replace existing fixtures with LED per audits
* Light fixtures must be RAB products. No alternates will be accepted
* Install safety wire to light fixture from hard ceiling/bar joist & secure to grid
* Rewiring and fixture installation shall meet all local, State and Federal Codes.
* Must adhere to all OSHA Safety Requirements.
* Bids are to be submitted for each school, but will be awarded as a single project.
1. Light Fixtures
a. If light switches are disabled, they are to be removed. Conductors are to be capped
and labeled, with Panel and Circuit from where it originates, Conductors are to be
disconnected in the first junction box from the switch, label both the junction box and
the conductors on both ends as to where it originates. There Shall be NO UNUSED
ENERGIZED CONDUCTORS in the switch box.
b. Install the appropriate device cover.
c. Label all switches with Panel and circuit from where it originates.
2. Panel Circuits
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a. If circuits are abandoned, the conductors are to be removed from the breakers, capped
and labeled on both ends of the conductors. Disconnect conductors in the first
junction box from the panel. Labels shall give point of origination for each conductor.
b. Test all light switches and associated circuits.
c. Provide documentation that all light switches and circuits have been tested.
Documentation shall include, Device, Location (room#, office, Hallway...etc.), and
person responsible for testing.
3. Labels
a. All labels shall be typed.
b. Device labels shall be clear with black text.
c. Conductors labels shall be white with black text.
d. Junction box covers white with black text.
4. MC Cable
a. Ensure adequate cable whips to fixtures.
b. Red Heads shall be installed on both ends of MC cable
c. Cables shall be supported above the ceiling grid, with appropriate straps, such as
Caddy KX Cable/Conduit Clips; no wire ties.
5. Connects
a. Twist wires together before installing wire nuts.
b. No stab lock connectors.
6. Labor Warranty Honored: 1 year beginning the date of project completion. No trip
fees and/or additional invoices for lifts, bucket trucks, or ladders will be accepted by
Gaston County Schools. Labor warranty begins the day the project is signed off
completed by Matt Odom or authorized GCS employee.
7. If you choose to do your own audit, this must be done prior to bid closing. You will
need to arrange this with the school. An escort will be required to provide access to
closets and closed off areas.
8. Contractor has 10 business days to address any issues and schedule repair for any
requests received regarding repair, damaged fixtures, and/or reported outages
found needing to be repaired/replaced for warranty. There must be clear
communication between the project manager and school staff to coordinate repairs
in a timely manner.
9. The warranty for material shall be 3 years or 50,000-100,000 hours per noted on the
material spec sheet.
Upon entering a facility, the contractor or their employees will notify the facility personnel of
their presence and purpose. All such personnel will sign into the visitor management
system, have identification and wear distinctive uniform clothing.
Insurance:
The awarded contractor shall furnish to GCS a Certificate of Insurance showing compliance with
the limitations listed herein. The Certificate of Insurance must be sent to Gaston County Schools
prior to commencement of work. All Auto, General Liability, and Umbrella policies shall name
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Gaston County Schools as an Additional insured. Property policies should name Gaston County
Schools as Loss Payee, as their interest may appear. No insurance will be acceptable unless written
by a company licensed by the State Insurance Department to do business in Gaston County, North
Carolina.
The vendor, and any of the vendor's sub-contractors, agrees to comply with the provisions of
worker's compensation laws of the State of North Carolina. A certificate from an insurance
company showing issuance of worker's compensation coverage for the State of North Carolina
must be provided to Gaston County Schools.
The vendor further shall maintain such other insurance (with limits as shown below) that shall
protect the vendor and Gaston County Schools from any claims for property damage or personal
injury, including death, which may arise out of operations under this contract, and the vendor shall
furnish Gaston County Schools certificates and policies of such insurance as shown below.
Below is listed the insurance coverage which must be procured by the vendor at their own
expense.
Worker's Compensation and Employer's Liability Insurance - Worker's Compensation insurance
with limits as required by statute with Employer's Liability limits of $500,000 each accident,
$500,000 disease policy limit, $500,000 disease each employee.
Automobile Insurance - The Service Provider shall purchase and maintain Automobile Liability
insurance providing coverage against losses resulting in bodily injury or property damage caused
by or arising out of ownership, maintenance or operations of any motor vehicle, owned or non-
owned used in the performance of this contract. A minimum limit of $1,000,000 per occurrence
is required.
Commercial General Liability - The Service Provider shall purchase and maintain Commercial
General Liability insurance providing coverage against losses resulting in bodily injury, personal
injury and property damage caused by or arising out of the operations under this contract. Such
insurance shall include coverage for premises operations, and products and completed
operations. A minimum limit of $1,000,000 per occurrence with a $2,000,000 aggregate is
required.
Sexual Abuse, Molestation Coverage - Limits of $1,000,000 for each occurrence.
Environmental Impairment Liability and Pollution Liability - Limits of $1,000,000 per occurrence.
Umbrella Excess Liability - Contractor shall carry umbrella excess liability including auto, general
liability, employer's liability, and professional liability in the amount of $1,000,000 over existing
primary insurance and over self-insured hazards.
Certificates of such insurance shall be furnished by the Service Provider to GCS, naming GCS as
additional insured as required above, and shall contain the provision that GCS be given 30 days written
notice of any intent to amend, cancel or non-renew by either the Service Provider or the insuring
company. Failure to furnish insurance certificates or to maintain such insurance shall be a default
under this contract and shall be grounds for immediate termination of this contract.
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The Certificate of Insurance (COI) containing the above insurance requirements must be provided
to GCS within 15 days of being awarded a contract. If the COI is not provided to GCS within 15 days,
GCS may award the contract to the next lowest bidder.
Gaston County Schools Reserves the Right to:
1) Waive formalities and technicalities in any proposal.
2) Reject any and/or all proposals wherein its judgment, it will be in the best interest of the
school district.
3) Accept the proposal that in its judgment will be in its best interest.
4) At its option, award on an individual component or on a lump sum basis.
5) Award this contract to the vendor who in the school district's opinion is most responsive
and responsible, and will perform in the best interest of the Gaston County Schools. Price
alone will not be the determining factor in the contract award.
6) Cancel or amend this RFB prior to the proposal due date.
7) Determine whether or not a product is equal or equivalent to specifications.
8) Retain proposals and all submitted documentation.
Proposal Period:
1) All proposals must be valid for at least 90 days after the proposal due date.
2) A submitted bid may be withdrawn prior to the due date by a written request to Jeffrey
Crane (jdcrane@gaston.k12.nc.us). A request to withdraw a proposal must be signed by
an authorized individual from the vendor's company.
3) The cost for developing and delivering the proposal is the sole responsibility of the
proposer.
Contract:
Gaston County Schools will prepare and negotiate a contract with the selected Vendor. Failure to
resolve contractual differences may lead to cancellation of the award.
Gaston County Schools reserves the right to modify the contract to be consistent with the
successful offer and to negotiate with the successful proposer other modifications, provided that
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no such modifications affect the evaluation criteria set forth herein, or give the successful proposer
a competitive advantage.
The contractor shall notify Gaston County Schools in writing if sub-contractors will be used. The
contractor shall list that part of the work the sub-contractor is to furnish or perform and assume
complete responsibility for such sub-contractor's portion.
A Vendor Application and W-9 form must accompany all contracts. All contracts and invoices
must reflect the official name as registered with the IRS.
GCS Facility Services can cancel this contract for any reason with 30 days written notice.
A sample of the contract is provided for your review (Attachment B). This is the contract you will
be expected to sign. The contract will reference exhibits submitted.
Contract Term
The contract term is TBD
Equal Opportunity Policy:
Vendors shall abide by GCS non-discrimination policy. The vendor/contractor will not
discriminate against any employee or applicant for employment because of race, color, religion,
sex, handicap, or national origin. The vendor/contractor shall take appropriate action to ensure that
applicants are employed, and that employees are treated during employment without regard to their
race, color, religion, sex, handicap, or national origin. Such action shall include, but shall not be
limited to the following: employment, upgrading, demotion, transfer, recruitment, layoff,
termination, rates of pay, or other forms of compensation, and training. It is the further policy of
the Board to ensure equal opportunity for minority owned businesses and minority professionals
with regard to all work, services, and supplies purchased by the Board and all construction projects
undertaken by the Board, which are competitively bid by the Board.
M/W/SBE
Historically Underutilized Businesses: Pursuant to General Statute 143-48 and Executive Order #
150, the State invites and encourages participation in this procurement process by businesses
owned by minorities, women, disabled, disabled business enterprises and non-profit work centers
for the blind and severely disabled.
Uniform Guidance procurement policy compliance statement: "Contracts funded with federal
grant or loan funds must be procured in a manner that conforms with all applicable Federal laws,
policies, and standards, including those under the Uniform Guidance (2 C.F.R. Part 200)."
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Minority, Women, Small Business Enterprise Information
Gaston County Schools Board of Education promotes full and equal access to business
opportunities with Gaston County Schools (GCS). Minority-owned, women-owned, and small
business enterprises (collectively "M/W/SBE") as well as other responsible vendors shall have a
fair and reasonable opportunity to participate in GCS business opportunities. Prime suppliers
(i.e., those who deal directly with GCS) should support Gaston County School's M/W/SBE
Program by making an effort to engage minority, women, and/or small businesses as
subcontractors for goods and services for GCS to the extent available. Prime supplier's spending
with M/W/SBE subcontractors constitutes Second Tier supplier diversity spending by GCS and
the results of Second Tier spending is tracked within our program. Each bidder or respondent to
the solicitation shall submit with their bid the M/W/SBE Utilization Form. Failure to complete
and submit the M/W/SBE Utilization Form may render the bid or proposal response invalid.
Non- Collusion Certification:
The proposer shall certify that the price(s) and amounts of this proposal have been arrived at
independently and without consultation, communication or agreement with any other contractor,
proposer, or potential proposer. Neither the price(s) nor the amount of this proposal, and neither
the approximate price(s) nor approximate amount of this proposal, have been disclosed to any
other firm or person who is a proposer or potential proposer, and they will not be disclosed before
contract award. No attempt has been made or will be made to induce any firm or person to refrain
from submitting a proposal on this contract, or to submit a proposal higher than this proposal, or
to submit any intentionally high or noncompetitive proposal or other form of complimentary
proposal. The proposal is made in good faith and not pursuant to any agreement or discussion with,
or inducement from, any firm or person to submit a complementary or other noncompetitive
proposal.
The proposer, its affiliates, subsidiaries, officers, directors and employees are not currently under
investigation by any government agency and have not in the last three years been convicted or
found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy
or collusion with respect to bidding on any public contract. The proposer understands that collusive
bidding is a violation of state and federal law and can result in fines, prison sentences, and civil
damage awards.
Debarment Certification:
The proposer shall certify and swear that neither this vendor nor its principals is presently
debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
participation in this transaction by any Federal or State department or agency.
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Compliance with Laws:
The successful proposer shall procure all permits and licenses, pay all charges, taxes and fees, and
give all notices necessary and incidental to the due and lawful prosecution of the work. All costs
thereof shall be deemed to be included in the proposal price. The successful proposer shall, at all
times, observe and comply with all Federal, State, City, and other laws, codes, ordinances, rules
and regulations in any manner affecting the conduct of the work.
Gaston County Schools Regulations:
The contractor shall follow all applicable Gaston County Schools regulations while on Gaston
County Schools' property, including the no alcohol, no tobacco products, no weapons, and drug-
free policies.
1) Displays and/or verbiage, including those on vehicles, shirts, or hats of tobacco, illegal
drugs, alcoholic beverages, fire arms, profane or obscene language or gestures, is
prohibited in accordance with School Board Policies.
2) No products or materials containing asbestos or lead-based paints in any form shall be used
in the work of this control.
3) A safe separation of work areas and occupied areas is required.
4) The Contractor shall comply with the no idling policy.
Funding Out Clause:
It is necessary that fiscal funding-out provisions be included in all contracts in which the terms are
for periods longer than one year. Therefore, the following funding-out provisions are an integral
part of this RFP, and must be agreed to by all proposers. Gaston County Schools may, during the
contract period, terminate or discontinue the purchase of goods, services, or systems covered in
this RFP at the end of the district's then current fiscal year and upon 30 days prior written notice
to the contracted vendor. Such prior written notice will state:
1) That the lack of appropriated funds is the reason for termination, and
2) Agreement not to replace the items or services being terminated with items or services with
functions similar to those performed by the items or services covered in this RFP from another
vendor in the succeeding funding period.
3) The complete statement "This written notification will thereafter release the district of all
further obligations in any way related to such goods, services or systems covered herein." must be
included as part of any agreement with the district. No agreement will be considered that does not
include this provision for "funding out."
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Payments and Pricing:
Payment for any work from this contract shall be made upon receipt, inspection, and acceptance
of completed work and receipt of proper itemized invoices.
Gaston County Schools will not pay any penalties for late payment of invoices.
Gaston County Schools are not exempt from Federal and State sales tax. All Federal and State
taxes and fees must be included in the proposed price.
Proposal shall include all charges to complete the work specified.
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REQUEST FOR PROPOSAL INSTRUCTIONS
1. EXCEPTIONS: All proposals are subject to the terms and conditions outlined herein. All
responses shall be controlled by such terms and conditions and the submission of other
terms and conditions, price lists, catalogs, and/or other documents as part of an offeror's
response will be waived and have no effect either on this Request for Proposals or on any
contract that may be awarded resulting from this solicitation. Offeror specifically agrees
to the conditions set forth in the above paragraph by signature to the proposal.
2. COMPETITIVE OFFER: Pursuant to the provision of G.S. 143-54, and under penalty
of perjury, the signer of any proposal submitted in response to this RFP thereby certifies
that this proposal has not been arrived at collusively or otherwise in violation of either
Federal or North Carolina antitrust laws.
3. ORAL EXPLANATIONS: The Gaston County Schools Board of Education shall not be
bound by oral explanations or instructions given at any time during the competitive process
or after award.
4. REFERENCE TO OTHER DATA: Only information which is received in response to
this RFP will be evaluated; reference to information previously submitted shall not be
evaluated.
5. ELABORATE PROPOSALS: Elaborate proposals in the form of brochures or other
presentations beyond that necessary to present a complete and effective proposal are not
desired.
6. COST FOR PROPOSAL PREPARATION: Any cost incurred by offerors in preparing
or submitting offers are the offerors' sole responsibility. The Gaston County Schools
Board of Education will not reimburse any offeror for any costs.
7. TIME FOR ACCEPTANCE: Each proposal shall state that it is a firm offer which may
be accepted within a period of 90 days. Although the contract is expected to be awarded
prior to that time, a 90-day period is requested to allow for unforeseen delays.
8. TITLES: Titles and headings in this RFP and any subsequent contract are for convenience
only and shall have no binding force or effect.
9. CONFIDENTIALITY OF PROPOSALS In submitting its proposal the offeror agrees
not to discuss or otherwise reveal the contents of the proposal to any source outside of The
Gaston County Schools Board of Education, until after the award of the contract. Offerors
not in compliance with this provision may be disqualified, at the option of The Gaston
County Schools Board of Education, from contract award. Only discussions authorized by
The Gaston County Schools Board of Education are exempt from this provision.
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