Cedar Falls Park – Parking Lot Improvements

Notice to Bidders
Request for Bids For
Cedar Falls Park - Parking Lot Improvements
For
Town of Chapel Hill
Chapel Hill, North Carolina
BID: Q26-105
CATEGORY: Construction
PROJECT: Cedar Falls Park - Parking Lot Improvements
FROM: Lenore Bishop, Purchasing & Contracts Manager
NOTICE DATE: March 25, 2026
SUBMISSION DATE: April 24, 2026, at 2:00 P.M. EST
Pursuant to Section 143-131 of the General Statutes of North Carolina, bids for the Cedar Falls Park - Parking Lot
Improvements project (the "Project) to be furnished to the Town of Chapel Hill, N.C. will be received only by electronic
submission.
* Bids must be emailed to Lenore Bishop, Purchasing and Contracts Manager, at lbishop@chapelhillnc.gov.
* The email subject line for the Bid responses should read "Bid # Q26-105 - Cedar Falls Park - Parking Lot
Improvements - "Company Name"".
* Emailed bids must be received by 2:00 P.M. on April 24, 2026.
Prospective bidders may view the plans and specifications for the proposed project on the Town of Chapel Hill website
((www.chapelhillnc.gov, Click on the "Town Government" menu, then "Doing Business with Chapel Hill" option, then select
"Bids: Current", then click on the name of this project).
A mandatory pre-bid conference will be held on April 7, 2026, at 2:00 P.M., in in the Cedar Falls Park Parking Lot, at 501
Weaver Dairy Rd, Chapel Hill, NC, 27514. All potential bidders are hereby notified that attendance at the pre-bid conference
is required for bids to be considered by the Town of Chapel Hill; failure to attend will disqualify bid.
The Project Manager for this project is Kevin Robinson, Parks and Recreation, Town of Chapel Hill. All requests for
interpretations related to this Request for Bids (RFB) must be submitted in writing to the Project Manager at
krobinson@chapelhillnc.gov by 5:00 P.M. on April 13, 2026. All responses to timely submitted requests for interpretations
will be emailed to pre-bid conference attendees in the form of an addendum on April 16, 2026.
For questions on the bidding procedures, contact the Town's Purchasing Division at 919-969-5022.
The Town of Chapel Hill reserves the right to reject any and all bids for any reason or no reason and to accept the bid most
favorable to the Town of Chapel Hill.
Cedar Falls Park - Parking Lot Improvements
Bid: Q26-105 Town of Chapel Hill, North Carolina
March 25, 2026 Page 1

Instructions to Bidders
For
Cedar Falls Park - Parking Lot Improvements
For
Town of Chapel Hill
Chapel Hill, North Carolina
BID: PQ26-105
CATEGORY: Construction
PROJECT: Cedar Falls Park - Parking Lot Improvements
FROM: Lenore Bishop, Purchasing & Contracts Manager
NOTICE DATE: March 25, 2026
SUBMISSION DATE: April 24, 2026, at 2:00 P.M.
This bid package includes the following documents:
Notice to Bidders
Instructions to Bidders
Scope of Work
Bid Proposal Form
Contract between Owner & Contractor with Performance and Payment Bonds (sample)
General Conditions of the Contract for Construction
Engineering Standards - Pavement Thickness
Project Summary: The Town is seeking a durable parking surface, clean tie-ins to existing pavement, and clear, compliant
striping for park users.
Projected Project Schedule:
The Town's goal to use the following schedule if possible:
Bid Request Issued: March 25, 2026
Mandatory Pre-Bid Conference: April 7, 2026, at 2:00 P.M.at Cedar Falls Park Parking Lot
Requests for Interpretation Due: April 13, 2026, by 5:00 P.M.
Addendum Published: April 16, 2026
Bids Due: April 24, 2026, by 2:00 P.M. EST
Contract Execution: May 22, 2026
Contacts:
For Questions about the Proposed Project: For Questions about Bidding Procedures:
Kevin Robinson, Senior Manager Lenore Bishop, Purchasing and Contracts Manager
Parks and Recreation Purchasing Division
Town of Chapel Hill Town of Chapel Hill
Email: krobinson@chapelhillnc.gov Email: lbishop@chapelhillnc.gov
Cedar Falls Park - Parking Lot Improvements
Bid: Q26-105 Town of Chapel Hill, North Carolina
March 25, 2026 Page 2

PLEASE READ ALL INSTRUCTIONS CAREFULLY BEFORE PREPARING AND SUBMITTING YOUR BID
All bids shall be prepared and submitted in accordance with the following requirements. Failure to comply with
any requirement shall cause the bid to be considered irregular and shall be grounds for rejection of the bid.
I. PRE-SUBMISSION PROCEDURES:
A. Requests For Interpretations. Bidders in doubt as to the meaning of any part of the instructions, specifications, or
other documents furnished with or referenced by these Instructions, may submit questions in writing to Kevin
Robinson at krobinson@chapelhillnc.gov by the "Requests for Interpretation Due" date and time specified above.
No further requests for interpretation will be accepted after the deadline.
B. Addenda. All responses to timely submitted requests for interpretations will be emailed in the form of an addendum
to prospective bidders who attend the mandatory pre-bid conference. Bidders shall ascertain that they have
received all addenda issued and shall acknowledge their receipt on the Bid Proposal Form, furnished with the
specifications.
C. Pre-Bid Conference. A mandatory pre-bid conference will be held on April 7, 2026, at 2:00 P.M. in the Cedar
Falls Park Parking Lot, at 501 Weaver Dairy Rd, Chapel Hill, NC, 27514. All potential bidders are hereby notified
that attendance at the pre-bid conference is required for bids to be considered by the Town of Chapel Hill; failure
to attend will disqualify bid.
D. Expectations for Contract. It is intended that the successful bidder shall furnish all tools, equipment, machinery,
apparatus, labor and materials necessary to complete all work required under the terms of such contract(s) as
may be entered into.
II. SUBMISSION OF BIDS:
A. Receipt of Bids. Bids for the furnishing of labor, materials, equipment, and services for construction of the Project
must be emailed to the Purchasing & Contracts Manager, Lenore Bishop, at lbishop@chapelhillnc.gov by April
24, 2026 at 2:00 PM EST and clearly marked "Bid # Q26-105 - Cedar Falls Park - Parking Lot Improvements -
"Company Name". Late submissions will not be considered.
B. Bid Opening. This will not be a public bid opening. All bids must be emailed.
C. Licenses. Bidders are hereby notified that Chapter 87 of the North Carolina General Statutes will be observed in
receiving and awarding the Contract(s). Accordingly, Bidders must have proper license(s) under the State laws
governing their respective trade(s).
D. Bid Proposal Form. Bids shall be submitted on the Bid Proposal Form furnished with the specifications and must
be completed in ink or typewritten without erasure, interlineations or changes. All prices shall be stated in numerals.
In case of conflict, unit prices will take precedence over unit price extensions.
E. Execution of Bids.
1. Corporations. Bids by corporations shall be executed in the corporate name by the President or
Vice-President (or other duly authorized corporate officer accompanied by evidence of authority to sign),
and the corporate seal be affixed and attested by the Secretary or Assistant Secretary of the corporation.
Cedar Falls Park - Parking Lot Improvements
Bid: Q26-105 Town of Chapel Hill, North Carolina
March 25, 2026 Page 3

The officer's' signature shall be notarized. The corporate address and state of incorporation shall be
shown above the signature.
2. Partnerships. Bids by partnerships must be executed in the partnership name and signed by a partner,
the partner's title must appear under the partner's notarized signature, and the official address of the
partnership and the names of all partners must be typed or printed below the signature.
3. Other Business Entities. Bids other than by corporations or partnerships shall be executed by the owner
of the firm submitting a bid, in the presence of a notary public whose signature and seal attest said
signature.
F. Familiarity with Project Conditions. Bidders are required to and shall inform themselves fully of the conditions
relating to the construction project and labor under which the work will be performed, and a contractor must employ,
insofar as is possible, such methods and means in carrying out the work so as not to cause any interruption and/or
interference with any other contractor(s).
G. Minority and Women Owned Enterprises. Bidder shall make a good faith effort to ensure that, whenever
possible, subcontracts are awarded to minority and women's business enterprises in accordance with Town policy.
See General Conditions for additional information
H. Sales Tax. All bid prices shall include sales taxes.
III. MINIMUM REQUIREMENTS FOR CONTRACT EXECUTION AND PERFORMANCE:
A. Form of Contract. The contract to be awarded as a result of this RFB will be in substantially the same form and
content as the sample "Contract between Owner and Contractor with Performance and Payment Bonds" included
in this bid package. In the event that additional terms and conditions are proposed to be attached to said contract,
there shall be none of the following unless Town's express prior written agreement is obtained: (i) any limitation
on, or disclaimer of, implied or express warranties or the liability of Contractor; (ii) any limitation on damages,
including a limitation on consequential damages; (iii) any requirement for arbitration or for mandatory mediation;
(iv) any requirement that Town officials or employees keep information confidential or that records be kept
confidential by the Town, unless the requirement for confidentiality meets the requirements of the North Carolina
Public Records law.
B. Federal Requirements. This project uses no federal or State funding; therefore, federal requirements do not
apply.
C. Performance and Payment Bonds. Performance and Payment Bonds, issued in accordance with Article 3 of
Chapter 44A of the General Statutes, each having a penal sum in the full amount of the contract sum, will be
required on such contract(s) as may be awarded.
D. Insurance Provisions. The successful bidder shall procure and maintain during the life of the contract the
Insurance Provisions as outlined in Article 33 of the General Conditions of the Contract for Construction. Required
coverage limits will be 1) Commercial General Liability and Business Automobile - $1,000,000 per occurrence and
2) Workers' Compensation - $100,000 for both employer's liability and bodily injury by disease for each employee
and $500,000 for the disease policy limit. The Town shall be named as an additional insured for Commercial
General Liability and Business Automobile policies. Based on nature of services to be provided by the contractor
and assessment of risk posed to the Town, the Town may require evidence of supplementary insurance coverages.
Cedar Falls Park - Parking Lot Improvements
Bid: Q26-105 Town of Chapel Hill, North Carolina
March 25, 2026 Page 4

E. Commencement of Work. The successful bidder will be required to commence work immediately upon receipt
Notice to Proceed issued by the owner.
F. Time to Complete Work. Bidder's attention is called to the contract time limit allowed to complete the work
specified after the date of the Notice to Proceed.
G. Billing and Payment. The Contractor shall submit a bill to the Town for work performed under this contract. The
Contractor shall bill and the Town shall pay the rates set forth Therein. Payment will be made by the Town within
thirty (30) days of receipt of an accurate invoice, approved by the by the Contract Coordinator.
H. Liquidated Damages. The Owner and Contractor acknowledge that because the damages and losses to the
Owner in the event of the Contractor's failure to perform the Work within the time set forth herein will be difficult to
ascertain and quantify, that there will be $250.00 per calendar day assessed against the Contractor as liquidated
damages for losses sustained by the Owner for the Contractor's failure to substantially complete the Work within
the time established herein, and that the amount of the liquidated damages as provided herein is a reasonable
estimate of the Owner's losses. The Owner will hold retainage in accordance with the General Conditions
I. GENERAL PROVISIONS:
A. OSHA Requirements: The contractor shall comply with applicable OSHA safety regulations while performing
work for the Town of Chapel Hill. This includes provisions for safety of workers, pedestrians and motorists within
the work zone.
B. Rejection of Bids. The Town of Chapel Hill reserves the right to reject any and all bids and to waive any and all
informalities therein and to award a contract in the best interest of the Town of Chapel Hill. The award shall, if
made, be to the lowest responsible bidder taking into consideration quality, performance references, and the time
specified in the proposal for the performance of the contract. The Town of Chapel Hill further reserves the right to
accept any bid in part without incurring any obligation as to the rejected portion of the bid and to re-solicit bids on
the required services, or to reject any and all bids and formally advertise for bids on the required services or
portions thereof.
C. Quality of Work. All materials furnished and work performed shall be strictly of the best quality of their respective
kinds and suitable for the use intended, subject to approval by the Town. Unless otherwise specified, all materials
shall be new, unused, and of recent manufacture. All equipment and tools shall be clean and in good working
order. All workers shall be qualified in the work assigned and to operate equipment or machinery as directed.
D. Submittals. Samples, drawings, manufacturer's cut sheets, and other information pertaining to specified materials
and furnishings shall be submitted in a timely manner for approval by the Town. Only materials and furnishings
approved in writing by the Town shall be used in completion of the project. No substitutions or deletions are allowed
without prior written authorization by the Town.
E. Quantities. The quantities shown on the Bid Proposal Form are estimates only. They are not exact and should
not be so construed. Payment will be made on unit prices.
F. Payment. Progress payment will be made on ninety-five percent (95%) of the estimated work done. The Town of
Chapel Hill shall retain the remaining five percent (5%) until acceptance of all work contracted for is fully completed.
Contractor must submit an affidavit stating that all payments for materials, labor, services or subcontracted Work
in connection with this Contract have been satisfied, and that no claims or liens exist against the Contractor in
connection with this Contract.
Cedar Falls Park - Parking Lot Improvements
Bid: Q26-105 Town of Chapel Hill, North Carolina
March 25, 2026 Page 5

II. TECHNICAL PROVISIONS:
A. Demolition. The limits of demolition shall be marked and reviewed with a representative of the Town prior to any
demolition activity.
B. Coordination. The Contractor shall coordinate with other contractors and so arrange the work as to cause the least
inconvenience to all concerned. Every effort shall be made to prevent disruption of access to adjacent properties
by the public.
C. Restoration. The Contractor shall be responsible for and correct all damage from all causes, until the final
completion and acceptance of the entire work. All private and public property disturbed in the process of project
construction shall be restored to the condition existing prior to construction or as otherwise specified on the plans.
D. Erosion and Sediment Control Measures. Erosion and sedimentation control devices shall be installed as
needed and maintained according to the standards of the Town and Orange County. The Contractor shall
immediately correct any deficiencies in erosion and sedimentation measures identified by the Town or local state
agency. The Contractor shall indemnify and hold harmless the Town for any penalties imposed against the Town
by any local or state agency for the Contractor's failure to install and properly maintain erosion and sedimentation
control devices.
E. Demolition and Construction Debris. Disposal of all waste material from construction sites shall be made in
strict accordance with all Town ordinances pertaining to disposal of construction waste.
III. CONSTRUCTION MANAGEMENT AND TRAFFIC CONTROL:
A. Date and Hour Restrictions. Work will be allowed Monday through Friday from 7:00 A.M. to 5:00 P.M. No work
will be permitted on Saturdays or Sundays.
B. Access to Adjacent Properties. A travel lane in the lot for Emergency egress for the public and access for
emergency services vehicles needs to be maintained at all times.
C. Traffic Control. Traffic control will be the responsibility of the contractor. The contractor shall submit a traffic
control plan to Kevin Robinson or Designee for review and approval at least five (5) working days prior to the start
of work. (The Town will waive the permit cost for the traffic control plan.) All traffic control devices and signs to
warn the traveling public should be in accordance with the latest Manual on Uniform Traffic Control Devices and all
supplements thereto. The cost shall be incidental to the project. The Contractor shall furnish, erect, operate,
relocate, maintain and remove all temporary traffic control devices and traffic control signage necessary for notifying
and controlling both pedestrian and vehicular traffic. Traffic control signs will be in place a minimum of 48 hours
and no more than 96 hours before any construction activity begins. Regulatory signs must remain in place during
demolition and construction.
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Cedar Falls Park - Parking Lot Improvements
Bid: Q26-105 Town of Chapel Hill, North Carolina
March 25, 2026 Page 6

Scope of Work
For
Cedar Falls Park - Parking Lot Improvements
Bid: Q26-105
A. Background.
Attached is the Town's scope. It is structured to deliver a durable parking surface, clean tie-ins to existing pavement,
and clear, compliant striping for park users.
The Town is seeking contractors that have extensive experience performing municipal paving and sitework projects
throughout the Triangle, including work for the Town of Chapel Hill and surrounding communities. The selected
contractor will understand the importance of quality, safety, and minimizing disruption in active public spaces.
1. Multiple areas of the parking lot hold water and are subsequently accumulating leaves and debris. Several
locations exhibit soft and unstable conditions, with performance degrading further during winter months. These
areas contribute to cracking, ponding, and recurring maintenance needs. The existing grades and drainage
patterns are the primary driver of these failures.
2. The preferred corrective approach established is to reuse onsite material wherever possible by milling in place,
regrading to promote positive drainage, and recompacting the surface prior to paving. This method reduces hauling
and disposal, lowers project costs, and accelerates the construction schedule while still delivering a durable
finished surface.
3. In localized failing areas, undercutting using the milling machine, in the order of eight inches and up to twelve
inches where necessary, can be used as an effective means of removing unsuitable material. Geotextile fabric
should be installed in these areas to bridge and strengthen any weak subgrade. Where appropriate, lime
stabilization can be used as a cost-effective alternative to Portland cement for improving the subgrade
performance.
4. Concrete is the preferred long-term solution in front of the dumpsters due to heavy loading and turning movements.
In other areas, the Town is requiring asphalt-only solutions, with timber treatments around islands and edges.
5. Standard paint for markings is acceptable. Heat-in-place or thermoplastic markings will be reserved for specialty
applications such as Americans with Disabilities (ADA) symbols and other critical legends.
6. Phasing is desirable to be able to maintain partial parking availability, with pedestrian routes protected by
temporary fencing or equivalent as needed.
B. Scope of Work.
1. Project Location: Cedar Falls Park - Parking Lot, 501 Weaver Dairy Road, Chapel Hill, NC 27514.
* Estimated New Paving Area: 6,265 Square Yards
2. Specifications.
a. Mill in place and fine-grade existing gravel and subgrade areas; wet-set and compact.
b. Proof roll with loaded truck; correct any yielding or unsuitable areas as directed.
c. Pave 2.5" of I19.0C Binder Course Hot Mix Asphalt.
d. Apply tack coat between asphalt layers.
e. Pave 1.5" of S9.5B Surface Course Hot Mix Asphalt.
f. Install approximately one hundred (100) new concrete wheel stops.
Cedar Falls Park - Parking Lot Improvements
Bid: Q26-105 Town of Chapel Hill, North Carolina
March 25, 2026 Page 7

g. Stripe approximately one hundred and fifty-three (153) parking spaces, including approximately three (3) ADA-
compliant spaces.
h. Paint approximately eighteen (18) traffic arrows.
i. Coordinate work to tie into existing paved parking areas for a smooth transition.
j. Install concrete in front of and butt up to existing concrete. This includes grading the existing stone, installing
8" of reinforced concrete (#4 rebar dowelled into the existing concrete apron), installing a concrete wall not
exceeding 1' in height.
k. Seal coat parking lot from existing entrance to new pavement, 5,600 S.F.
l. When installing pavement markings, this will be paint with reflective glass beads incorporated into the paint
to ensure safety in the park with its reflectiveness.
3. Alternate #1 Description.
a. Stripe Homestead Aquatics Center Parking Lot at 300 Aquatic Dr, Chapel Hill, NC 27516. This work includes
striping parking spaces, speed tables, crosswalks and directional arrows.
C. Assumptions and Exclusions.
1. All work shall be performed in accordance with Town of Chapel Hill standards and accepted industry practices.
2. Pricing is based on the Scope of Work and an estimated paving quantity of 6,265 square yards. The bid represents
the complete scope described herein. Any additions, deletions, or modifications requested by the Town shall be
addressed by written change order prior to execution.
3. Subgrade is assumed to be suitable for paving following milling, fine grading, and compaction. Extensive
undercutting, stabilization, or import of unsuitable material is excluded unless specifically directed by the Town
and authorized by change order.
4. Existing utilities are assumed to be accurately located. Utility conflicts or repairs are not included.
5. Traffic control is excluded. Only safety measures within the parking area are included based on the phase being
worked on at the time. Additional traffic management requirements are excluded unless directed.
6. Permits, survey, geotechnical testing, and environmental permitting are excluded unless expressly stated.
7. Weather delays, unforeseen site conditions, or Town-directed phasing changes may affect schedule.
8. Any work not expressly described in the Scope of Work is excluded from this proposal.
D. Phasing Diagram (Conceptual).
This conceptual phasing plan illustrates how the parking lot improvements can be sequenced to maintain partial access
throughout construction. Final phasing will be coordinated with Town staff to accommodate park operations, events,
and public access.
1. Key Principles.
a. One half of the lot remains open at all times.
b. Temporary fencing and signage maintain safe pedestrian routes.
c. Each phase is fully restored before shifting operations.
d. Phasing can be adjusted to accommodate Town needs and weather.
i. Phase 1 - Primary Parking Area.
* Complete concrete at dumpsters
Cedar Falls Park - Parking Lot Improvements
Bid: Q26-105 Town of Chapel Hill, North Carolina
March 25, 2026 Page 8

* Mill, regrade, and pave designated half of lot
* Install wheel stops and striping
* Reopen Phase 1 for public use
* Shift parking into completed area
ii. Phase 2 - Remaining Parking Area.
* Utilize Phase 1 for public access
* Mill, regrade, and pave remaining areas
* Establish temporary pedestrian routing
* Final striping and arrows
* Demobilize and reopen full lot
Cedar Falls Park - Parking Lot Improvements
Bid: Q26-105 Town of Chapel Hill, North Carolina
March 25, 2026 Page 9

BID PROPOSAL FORM
Cedar Falls Park - Parking Lot Improvements
Town of Chapel Hill
Parks and Recreation Department
Chapel Hill, NC
Bidder: ______________________________ Bid Date: _____________
License Number: _________________________
To: Purchasing & Contracts Manager
Town of Chapel Hill
405 Martin Luther King Jr. Blvd.
Chapel Hill, NC 27514
The undersigned, as Bidder, proposes and agrees if this proposal is accepted to contract with the Town of Chapel Hill for
the furnishing of all materials, equipment, and labor necessary to complete the construction of the work described in these
documents in full and complete accordance with plans, specifications, and contract documents, and to the full and entire
satisfaction of the Town of Chapel Hill for the sum of the Base Bid below. The Town of Chapel Hill has the option to select
to use or include an Alternate Bid if desired.
Cedar Falls Park - Parking Lot Improvements (Per Scope) Lump Sum / As Noted
Total Base Bid: ___________________________________________________ $ _________________
dollars
Alternate Bid
___________________________________________________ $ _________________
# 1
dollars (ADD)
Grand Total -
Base Bid and ____________________________________________________ $ _________________
Alternate # 1 dollars
The Town of Chapel Hill reserves the right to remove any work from the contract and its corresponding Base Bid.
The undersigned further agrees that this proposal shall be valid for a period of sixty (60) days from the date of receipt of
the bids and that if this proposal is accepted by the Town of Chapel Hill within this period, the Bidder will execute the
contract form and provide surety bonds as described in the Contract and required by North Carolina General Statutes.
The undersigned further agrees to begin the work promptly upon receipt of Notice to Proceed and to pursue the work with
an adequate work force to complete the work within One Hundred and Twenty (120) days from Notice to Proceed to
substantial completion.
Cedar Falls Park - Parking Lot Improvements
Bid: Q26-105 Town of Chapel Hill, North Carolina
March 25, 2026 Page 10