218-17-26

NEW HANOVER COUNTY SCHOOLS

REQUEST FOR PROPOSALS RFP 218-17-26

TITLE: FIRE ALARM

INSPECTIONS, REPAIRS, MONITORING, UL RUNNER

USING DIVISION: MAINTENANCE DEPARTMENT

ISSUE DATE: March 20, 2026

ISSUING AGENCY: New Hanover County Schools

Brad Lackey, CLGPO

2814 Carolina Beach Road

Wilmington North Carolina 28412

Proposals subject to the conditions made a part hereof will be received until 2:00 p.m., April 28, 2026, for furnishing services described herein.

Regardless of cause, late proposals will not be accepted and will automatically be disqualified for further consideration. It shall be the Vendor's sole risk to ensure delivery at the designated office by the designated date and time. Late proposals will not be accepted and may be returned to the Vendor at the expense of the Vendor or destroyed if requested.

DELIVERY INSTRUCTIONS: Deliver signed Bid Form and any other submittals requested within the proposal documents to Brad Lackey, CLGPO, Purchasing Department, 2814 Carolina Beach Road, Wilmington, NC 28412 by date and time due. Indicate company name and RFP number on envelope or package. Proposals may also be emailed to brad.lackey@nhcs.net.

Direct all inquiries concerning this RFP to: New Hanover County Schools

Brad Lackey, CLGPO

Senior Buyer

2814 Carolina Beach Road

Wilmington North Carolina 28412

All questions shall be submitted in writing and e-mailed to Include the proposal number and description in the subject line of the e-mail. Questions will be received until 1:00 p.m., April 14 ,2026.

Prospective bidders and/or bidder representatives are encouraged to attend the non-mandatory site visit on April 10, 2026. The visit will begin at 8:30 a.m. at New Hanover High School, located at 1307 Market St, Wilmington, NC 28401. Contact James Dillon, at 910-254-4435 or if your firm will be in attendance. Prospective bidders will visit the sites of the project and appraise for themselves all conditions which will affect the performance of the work called for or reasonably implied by this Request for Proposal. No allowance will be made after proposals have been accepted and contract awarded. The contractor shall coordinate any necessary pre-bid inspections or service through the General Services Supervisor/designee, representative for the owner.

Bidder is cautioned that any information released to attendees during site visit, other than that involving the physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this RFP, must be confirmed by written addendum (issued by Brad Lackey, Purchasing) before it can be considered to be a part of this RFP document. Bidder bidding otherwise does so at his own risk.

Addendum to RFP: If written questions are received by 1:00 p.m., April 14, 2026, a list of questions received and responses for each, or any additional terms deemed necessary by New Hanover County Schools will be posted in the form of an addendum if such questions and responses change the original specifications and requirements herein.

Oral questions posed at any time during the proposal process, including questions that may arise during site visits and walkthroughs, must be submitted in writing to Brad Lackey as indicated above. New Hanover County Schools will not be bound by oral explanations or information provided that may change the terms and specifications of the contract unless those changes are posted as an addendum.

Rejection of Offers: New Hanover County Schools reserves the right to reject any and all offers, in whole or in part; by deeming the offer unsatisfactory as to quality or quantity, delivery, price or service offered; non-compliance with the requirements or intent of this solicitation; lack of competitiveness; error(s) in specifications or indications that revision would be advantageous to New Hanover County Schools; cancellation or other changes in the intended project, or other determination that the proposed requirement is no longer needed; limitation or lack of available funds; circumstances that prevent determination of the best offer; or any other determination that rejection would be in the best interest of New Hanover County Schools.

A public bid opening is not scheduled. Requests for tabulations shall be e-mailed to . Tabulations will be available after the award of the contract.

SPECIFICATIONS FOR SERVICE CONTRACT

1. SCOPE

A. The owner is the New Hanover County Board of Education (referred to as New Hanover

County Schools); Wilmington, NC.

B. For all fire alarm systems at all facilities listed in these Specifications, the contractor shall furnish all labor, materials, and equipment to:

perform routine inspections

perform emergency repairs as needed

perform routine annual monitoring on a 24 hours per day, 7 days per week basis, including holidays

provide a UL Runner as outlined in the National Fire Protection Association (NFPA) as needed.

The contractor will submit separate prices for each service listed above in B. 1), 2), 3), and 4). The owner will issue four (4) separate purchase orders for each service listed above in B. 1), 2), 3), and 4).

C. The contractor shall coordinate service through the General Services Supervisor/designee and/or Assistant Director as representative for the owner, the facility's Principal/Administrator/designee, and the local fire marshal.

2. SERVICE

A. The contractor shall perform all service in coordination with the facility's Principal/Administrator/designee and staff to provide minimum disruption of facility activities. School calendars are on the New Hanover County Schools' website.

B. The contractor shall be a certified "Notifier" distributor who is regularly engaged in the installation, programming, and troubleshooting techniques of the "Notifier AM2020, NFS 640, NFS 3030, NFS-2-640, NFS-2-3030, and AFP1010" fire control panels. The contractor shall be certified through the "Notifier University" on an annual basis to ensure familiarization with the latest upgrade and software revisions. The contractor shall present proof of this requirement to New Hanover County Schools' officials by July 1 of each contract year certifications are due. For this service, the contractor shall have at least two (2) properly certified technicians, and the certificates shall be included with the bid package. Exception: training certificates expire every three (3) years. Recertification will take place every three (3) years as required by Notifier, and the contractor shall provide the owner with proof of recertification.

C. The contractor shall supply all diagnostic software, laptop computers, upload and download software, etc., to maintain the intelligent fire alarm control panel (FACP) and related equipment. The contractor shall upload and archive electronically all fire system programs from panels on software version 3.0 or higher that does not require EPROM chips.

D. The contractor shall have experience with the panels in this system and shall, upon the owner's request, provide evidence of having successfully completed similar service.

E. The contractor shall maintain a full complement of spare parts including initiating devices, audio-visual devices, surge suppression devices, at least one (1) complete NFS-2-640, and one (1) complete NFS-2-3030 fire alarm control panel with proper software revisions to always match existing software and equipment. These spare parts should be stored locally to ensure quick access to them. The Director of Maintenance Operations may request to view these items at his discretion.

F. The contractor shall supply all tests and maintenance equipment necessary to execute the project at no additional cost to the owner.

G. The contractor shall bill the owner for fees and permits at the contractor's cost.

H. The contractor shall provide, on an annual basis, inspections and service for the owner's Notifier fire alarms. These systems consist of approximately 9,900 devices. The device count includes control modules, monitor modules, audio-visuals, isolation modules, filters, control panels, remote annunciators, and all associated equipment, including auto-dialers and back-up batteries.

The contractor shall list the following information on all invoices submitted for payment and shall ensure the information is correct: owner's order number, work order number, location of service, service date, description of service, and contractor's invoice number. Failure to list any of this information on invoices will result in a delay in payment. The contractor shall itemize the following: materials used, tax and labor.

The first of each month, the contractor shall e-mail or deliver a running yearly account of billed costs and invoice numbers to the Alarms/Locksmith Foreman/designee.

The contractor shall send a copy of all work orders to the appropriate fire marshal for review if applicable.

J. The contractor will identify their premium rate schedule and for holidays.

K. The contractor shall contact the Principal/Administrator/designee to be available for entrance into all areas of his respective facility. The contractor will coordinate this in advance. The owner will provide the contractor with a list of contacts for coordination.

L. The contractor shall check in and out at the facility's office upon arrival and departure. The Principal/Administrator/designee shall inspect the service and sign the work order and/or service ticket before the owner will approve the invoice.

M. All contractor's/subcontractor's employees must wear the following:

Contractor's/subcontractor's uniform with visible logo, if applicable.

Maintenance Operations Department's identification badge at all times when on the owner's property.

N. The contractor is responsible for all inspections and permits that may be required. The contractor is also responsible for adhering to all OSHA safety regulations while working on New Hanover County Schools' property.

O. The contractor shall examine all sites and become familiar with site conditions before bidding. No price adjustments shall be allowed for failure to do so.

P. The contractor's employees shall be properly licensed to perform all services.

Q. The owner will have an employee available at the facility or from the Maintenance Operations Department to provide entrance into all areas of each facility for the

contractor. This will be coordinated ahead of time with the owner's Maintenance

Operations personnel. The owner will provide the contractor with a list of

Maintenance Operations personnel and/or contacts for each facility for this scheduling.

R. The contractor shall be certified with the Notifier panels in this system, and must

provide evidence of having successfully completed similar projects upon the owner's request.

3. INSPECTIONS

The contractor shall provide all labor and technical support to inspect annually and semi

annually the early warning fire detection system for proper working order at all times. The contractor shall provide these services for one lump sum which will be included in the bid. The owner shall not incur any hidden or other expense, other than equipment failure due to acts of God, lightning, water damage, misuse, abuse, etc. The owner will assume costs of any moves, changes, new add-ons, etc.

B. The contractor must maintain services and inspections as outlined by NFPA 72.

C. The contractor shall:

semi-annually conduct a complete walk-through and visual inspection of each

system in each facility.

semi-annually provide an electronic version of the entire system showing all devices and their condition.

verify location of device as listed on the fire panel.

semi-annually submit inspection reports to owner in an electronic format; have internet-based inspection reporting for quick reference by local authority having jurisdiction and owner having access.

upon being awarded the contract, identify in writing the dates he will hold semi-annual inspections.

during inspections, mark all devices at the base of the devices as reflected on the fire panel.

during inspections, ensure proper room identification is on the fire panels, and verify and correct as needed.

D. The contractor shall program all fire alarm systems no later than July 6, 2026.

4. REPAIRS

A. The contractor shall perform service as indicated on the work order in accordance with

specifications that the owner will fax to the contractor, except for after hour emergency requests from the Alarms/Locksmith Foreman/designee. After completing the service, the contractor will sign the work order and email a copy to the Alarms/Locksmith Foreman/designee and the local fire marshal.

B. The contractor shall maintain a full complement of spare parts for Notifier fire alarm systems.

C. The contractor shall identify the percentage of increase of manufacturer's list price on replacement parts that will be charged to the owner.

D. Repair Costs

Routine (total project cost is less than $1,000)

a) The contractor shall perform routine fire alarm repairs, other than

emergency, on an as requested basis.

2) Non-routine (total project cost is more than $1,000)

a) The contractor shall report to the owner all non-routine fire alarm

repairs he estimates will cost more than $1,000. The owner will

solicit quotes from selected contractors.

E. Response Time

The contractor:

is required to provide sufficient manpower to respond by having personnel physically on the site of any malfunctioning system, to repair the system within a maximum of four (4) hours of notification. If any problem is encountered that will prohibit the system from being brought back online, the contractor shall immediately notify the Alarms/Locksmith Foreman/designee. The four (4) hour response time requirement shall begin when the Alarms/Locksmith Foreman/designee notifies the contractor.

Under emergency conditions, shall be required to respond by having personnel physically on site of any malfunctioning system at a maximum time of one (1) hour from the time the General Services Supervisor/designee calls.

in addition to the contractor's answering service he maintains after working hours, shall provide the owner with an emergency response number and designated employee to respond to after hours and weekend calls.

F. The contractor shall provide all vehicle costs (mileage, etc.) at no additional expense to the owner.

G. Any equipment the contractor replaces shall be non-proprietary. Proprietary equipment, including that with so-called "lock out codes", is prohibited. Replacement equipment must be compatible with the application, and all panels must be listed for commercial use. Upon request, the contractor shall provide written proof of commercial grade equipment.

H. There shall be no limit to the number of service calls provided in these Specifications. The contractor must record each service call and provide documentation of the work performed on all invoices.

Prior to leaving the site, the contractor's service personnel shall notify the General

Services Supervisor/designee and/or the Assistant Director of repairs or problems that cannot be completed during their service call.

J. The contractor shall provide authorized work from the Alarms/Locksmith Foreman/designee only. Emergency work and after hours on-call work shall be authorized by the General Services Supervisor/designee only.

K. The contractor will identify the normal and premium labor rates he will charge for service

that falls outside the Scope of the Contract. Both rates will cover all associated costs, such as overhead, profits, etc. The contractor will identify any charge he will assess for responding to calls not covered under the Scope of the Contract. The contractor will guarantee the labor rate for one (1) year. Examples of such repairs and service are vandalism, abuse, out of warranty equipment failure, acts of God, owner's construction and renovation.

L. The contractor shall be certified in repairs to the Notifier and Starlink dialer systems.

5. MONITORING

A. The General Services Supervisor/designee and/or Assistant Director shall be authorized to call in changes, instructions, and request reports from the monitoring company.

B. The contractor shall provide basic monitoring service for all fire alarm panels at each facility. Monitoring will be on approximately sixty (60) control panels for alarm signals. Automatic daily signals are required for the fire alarm panels. The contractor shall be prepared to re-program panels to the monitoring company at no additional cost to the owner and add signals up to the stated sixty (60) signals monitoring as stated above.

6. UL RUNNER

A. The contractor shall provide a UL runner for fire alarms with sprinkler systems, as needed, at all facilities listed in these Specifications.

B. The contractor shall provide UL certification inspection as required for all UL runners in buildings with sprinkler systems.

7. CONTACT PERSON

A. The owner's contact person is the General Services Supervisor/designee and/or

Assistant Director.

8. CONTRACT TERMS

A. The contract begins July 1, 2026, and ends June 30, 2027.

B. New Hanover County Schools reserves the right to renew the contract for three (3)

additional one-year terms based upon the contractor's job performance and availability

of funds.

9. LOCATIONS

END OF SPECIFICATIONS

BID FORM FOR SERVICE CONTRACT

1. TO

New , Owner

Brad Lackey, Purchasing Officer

2. FOR

Service contract: Fire Alarms - Inspections, Repairs, Monitoring, UL Runner,

July 1, 2026 - June 30, 2027, as follows:

3. DATE ________________________________________________________________________

4. SUBMITTED BY (please print)

Bidder's Full Name ____________________________________________________

Address ____________________________________________________

City, State, Zip ____________________________________________________

5. OFFER

A. Having examined the place(s) of work and all matters referred to in the contract documents the owner prepared for the above service contract, the undersigned offers to enter into a contract to perform the Scope of Work.

B. All applicable Federal and State of taxes are included in the bid sum.

6. ACCEPTANCE

A. This offer shall be open to acceptance and irrevocable for 90 days from the bid closing date.

B. If the owner accepts this bid within the time period stated above, the contractor shall commence service upon notice of award, or as otherwise noted in the Specifications for Service Contract (Specifications), from the owner's representative, and a purchase order from the owner.

C. If the contractor fails to commence the service upon notice of award, or as otherwise noted in the Specifications, or fails, before commencing the service, to provide certified copies of Automobile Insurance, Commercial General Liability, Worker's Compensation, appropriate business licenses and/or certifications, or bonds, if required, the owner may make award to the next lowest bidder and/or hold the contractor responsible for all damages caused by contractor's breach.

7. CONTRACT TERMS

A. If the owner accepts this bid, the contractor shall provide the Scope of Work from

July 1, 2026 through June 30, 2027, as set forth in the Specifications and pursuant to

the owner's notice of award, or as otherwise noted in the Specifications.

B. New Hanover County Schools reserves the right to renew the contract for three (3) additional one-year terms based upon the contractor's job performance and availability

of funds.

8. PAYMENT AND PERFORMANCE BONDS

A. Payment Bond Required Not Required

B. Performance Bond Required Not Required

9. CONTRACTOR'S SALES TAX

A. Contractor may use one of the following options:

1) When service consists of labor and materials, separate the two on all

invoices; include tax on materials only.

2) Obtain and complete the sales tax form (N.C. State & Local Sales Taxes Paid)

from the Director of Maintenance Operations/designee.

10. STANDARD UNIT PRICES, INSPECTIONS ONLY - one time invoicing (Fixed Annual Cost)

A. Total price for 2026-2027 ___________________________

B. List below the total prices for three renewal years:

1) 2027-2028 ___________________________________

2) 2028-2029 ___________________________________

3) 2029-2030 ___________________________________

C. List individual inspection prices for each facility on Attachment 1 (four pages).

This would include three (3) renewal years.

11. STANDARD UNIT PRICES, REPAIRS ONLY

A. Regular hours - unit price per hour, 2026-2027 ___________________________

B. Regular hours - List below the unit price per hour for three renewal years:

1) 2027-2028 ____________________________________________________

2) 2028-2029 ____________________________________________________

3) 2029-2030 ____________________________________________________

C. Upon approval of the Director of Maintenance Operations/designee, unit price per overtime hour, 2026-2027_____________________________________________

D. Overtime hours - List below the unit prices per hour for three renewal years:

1) 2027-2028 ____________________________________________________

2) 2028-2028 ____________________________________________________

3) 2029-2030 ____________________________________________________

E. List below unit prices for specific portions of the service:

Emergency labor rate, per hour ____________________________

Percentage off of manufacturer's list price ____________________________

Cost per service call, regular hours ____________________________

Cost per service call, emergency hours ____________________________

Cost per trip, one time charge ____________________________

Premium rate per hour (holidays) ____________________________

12. STANDARD UNIT PRICES, MONITORING ONLY - one time invoicing (Fixed Annual Cost)

A. Total price for 2026-2027 ___________________________

B. List below the total prices for three renewal years:

1) 2027-2028 ___________________________________

2) 2028-2029 ___________________________________

3) 2029-2030 ___________________________________

C. List individual monitoring prices for each facility on Attachment 2 (3 pages). This would include three renewal years.

13. STANDARD UNIT PRICES, LABOR FOR UL RUNNER ONLY

A. Regular hours - unit price per hour, 2026-2027 ___________________________

B. Regular hours - List below the unit price per regular hour for three renewal years:

1) 2027-2028 ____________________________________________________

2) 2028-2029 ____________________________________________________

3) 2029-2030 ____________________________________________________

C. List below unit prices for specific portions of the service:

Emergency labor rate, per hour ____________________________

Percentage of increase of manufacturer's

list price on replacement parts ____________________________

Cost per service call, regular hours ____________________________

Cost per service call, emergency hours ____________________________

Cost per trip, one time charge ____________________________

Premium rate per hour (holidays) ____________________________

14. BID SIGNATURES

The Corporate Seal of

________________________________________ Full Name of Firm

was hereunto affixed in the presence of

________________________________________ Authorized Signing Officer, Title

________________________________________ Authorized Signing Officer, Title

License Number - License Specialization -

Business License Number -

Federal ID Number -

Phone Number - Fax Number -

E-mail Address -

15. IF THE FIRM IS A PROPRIETORSHIP OR PARTNERSHIP, THE SIGNATURE(S)

MUST BE WITNESSED

A. ________________________________________________________________

Proprietorship

________________________________________________________________

Witness

B. ________________________________________________________________

Partnership

________________________________________________________________

Witness

16. NORTH CAROLINA APPROVED MINORITY BUSINESS ENTERPRISE

A. Check one Yes No

B. Check all that are applicable:

Disabled Business

Disabled Proprietor

Minority Owned

Non-Profit for Blind and Severely Disabled

Woman-Owned

17. AWARD

A. If the owner accepts any/all parts of this bid, an authorized representative of New Hanover County Schools shall affix his signature to this document, and the provisions

of the New Hanover County Schools' Specifications for Service Contract, General Requirements for Service Contracts, and this Bid Form for Service Contract shall constitute the written agreement between the parties. The owner reserves the right to

make multiple awards where it is advantageous to award separately where more than

one supplier is needed to provide the contemplated requirements as outlined in the

Specifications for Service Contract.

New Hanover County Schools Use Only

END OF FORM

GENERAL REQUIREMENTS FOR SERVICE CONTRACT

1. SCOPE

A. The service to be accomplished under these General Requirements for Service Contracts (also referred to as the work) consists of furnishing all parts, labor, materials, and equipment, and performing all operations and necessary services according to the Specifications for Service Contract of the New Hanover County Board of Education (also referred to as New Hanover County Schools), Wilmington NC.

2. COORDINATION

A. The owner is the New Hanover County Board of Education (also referred to as New Hanover County Schools), Wilmington NC. Service is to be as directed and scheduled in collaboration with the Director of Maintenance Operations/designee as representative for the owner.

B. The contractor is to carry out all services in conjunction with facility schedules. The contractor shall schedule all services in cooperation with the facility's Principal/Administrator/designee and staff to provide minimum disruption of facility activities.

C. The contractor shall coordinate all service with the owner's craftsmen and operations; cooperate with associated trades for proper positionings, settings, and tolerances for embedded, built-in, or interfacing items and materials; obtain all approvals, certifications, and inspections; and conduct required testing on all items.

D. If the contractor causes any damage to owner's property by failing to secure work, the owner will deduct appropriate charges from the contractor's payments.

E. The contractor and his staff must wear clothing that indicates the firm they represent.

F. The contractor shall sign in and out in each facility's visitor logbook, indicating the service he provided according to the work order/service ticket.

3. DEMOLITION

A. Except for items/materials indicated for reuse, salvage, reinstallation, or to remain as the owner's property, items/materials for disposal shall become the contractor's property; the contractor shall remove them from the owner's property.

B. The contractor shall submit a statement or drawing that indicates the measures proposed for dust and odor control, noise control, egress, adjacent space operations, and general safety.

C. The contractor shall maintain the owner's access to existing walkways, corridors, and other adjacent occupied or used facilities, unless the owner otherwise schedules and approves before the contractor begins service.

4. LICENSES AND FEES

A. The contractor shall be responsible for obtaining proper licenses to perform the service and must pay all applicable fees and obtain all necessary permits from all applicable local governmental agencies for proper execution of the service.

5. CODE REQUIREMENTS

A. The contractor shall perform the service as required by local and North Carolina building codes. Should plans or Specifications for Service Contract indicate items that may not be, in the opinion of the contractor, in conformance with code requirements, he should inform the Director of Maintenance Operations/designee of perceived problems before submitting a bid.

6. WARRANTY

A. If applicable, the contractor shall guarantee his materials and work for two years from the date the service is completed and accepted by the owner, which includes coverage for defective materials, equipment, and installation/labor, to correct problems resulting from defective materials, equipment, and installation/labor. The contractor will provide any applicable manufacturer's warranties.

7. PAYMENTS TO CONTRACTOR

A. The Director of Maintenance Operations/designee shall review the progress of the contractor. The contractor shall submit his invoice(s) at least monthly to New Hanover County Schools, Accounts Payable Office, 6410 Carolina Beach Road, Wilmington NC 28412. Upon receipt of the invoice(s) from Accounts Payable, the Director of Maintenance Operations/designee shall approve the invoice(s) for payment, provided the service is totally complete and acceptable. If the owner finds the service is deficient, the owner shall have the option of holding payment until the contractor finishes the service in an acceptable manner and/or corrects and finishes the work at the owner's expense, in which case the contractor shall be liable to the owner for all expenses the owner incurs in excess of the contractor's contract balance.

B. Invoice(s) must show the following:

1) AN INVOICE NUMBER,

2) TOTAL AMOUNT,

3) NAME OF LOCATION(S) COMPLETED,

4) PURCHASE ORDER NUMBER,

5) A COPY OF THE MAINTENANCE OPERATIONS DEPARTMENT'S WORK ORDER, IF APPLICABLE.

C. PAYMENT WILL BE DELAYED IF ALL INFORMATION IS NOT LISTED ON THE INVOICE(S).

D. Payment terms shall be NET 30 DAYS AFTER RECEIPT OF CORRECT INVOICE(S) AND THE SERVICE INVOICED IS TOTALLY COMPLETE AND ACCEPTABLE.

8. FORM OF CONTRACT

The contract documents shall include the Specifications for Service Contract, General Requirements for Service Contracts, and the successful contractor's Bid Form for Service Contract. Any terms and conditions on a purchase order issued by owner pursuant to this contract shall not apply to this contract.

9. EXPERIENCE AND REFERENCES

A. The successful contractor must have performed the type of service described in the owner's Specifications for Service Contract for a period of no less than five years before submitting a bid. The owner may, at the discretion of the Director of Maintenance Operations/designee, request references reflecting the quality of service the contractor performed in jobs of similar size and scope before accepting the contractor's bid.

10. INSURANCE

A. Before performing any service on the owner's property, the contractor shall obtain from an insurance company duly authorized to do business in North Carolina, and to the satisfaction of the owner, insurance as listed below. The contractor shall initially provide the Director of Maintenance Operations/designee with one copy of a valid, current certificate of insurance. If requested, the contractor shall also, before commencing work or at any time while the contract is in effect, provide to the owner with all required insurance policies including all amendments, riders, and endorsements. It is the contractor's responsibility to provide the owner with a valid, current insurance certificate if the contract is in effect. Should the owner allow the contractor to commence service without the required insurance coverage, the contractor shall not be relieved of his duty to provide such coverages and/or his liability to the owner as a result of such failure to provide insurance. All insurance documentation must be in a form satisfactory to the owner.

1) Automobile Liability - during the life of this contract, the contractor shall maintain automobile insurance and shall require the same of any subcontractor. This coverage shall apply to all vehicles the contractor owns or uses in performing the service and all vehicles the contractor operates on the owner's property. This coverage shall be in the amount of at least $500,000 per person per occurrence for bodily and personal injury, and at least $100,000 per occurrence for property damage.

2) Builder's Risk - during the life of this contract, "All Risk" builder's risk insurance shall be in the amount of the contract for all contracts regarding improvements or repairs to real property, except as may be specifically excluded in the contract documents.

3) Commercial General Liability - during the life of this contract, the contractor shall maintain Commercial General Liability and property damage insurance to cover him and any subcontractor while performing service on the owner's property with the following limits: $500,000 of liability for each person and $500,000 of liability for each occurrence, and $100,000 in property damage for each occurrence. This coverage shall include the products-completed operations hazard and shall be written on an occurrence form and shall contain contractual liability coverage.

4) Worker's Compensation - during the life of this contract, the contractor shall maintain Worker's Compensation insurance for all employees and shall require the same of all subcontractors. This insurance shall be as required by North Carolina General Statutes (NCGS).

5) Certificate Holder and Additional Insured is New Hanover County Schools. The owner shall also be named an additional insured on the contractor's Commercial General Liability and Builder's Risk policies.

11. TEMPORARY FACILITIES STRUCTURES

A. The contractor is solely responsible for providing such temporary structures, signage, and barricades required for protection of persons and property.

B. The contractor is responsible for material storage. Any material the contractor stores on the owner's property must be in cooperation with the on-site facility personnel and, at all times, protect the students, staff, and facility property from danger and damage.

12. DISCREPANCIES

A. The drawings and Specifications for Service Contract are assumed to be correct. It is the responsibility of the contractor to notify the owner of any discrepancy he becomes aware of before proceeding with the service affected by the discrepancy.

B. The contractor shall visit the facility/facilities and verify all dimensions by taking measurements of the building or existing construction before submitting a bid.

C. The contractor shall verify all dimensions by taking measurements of the building or existing construction before ordering materials or doing other services which are dependent upon proper size for installation or integration.

D. No consideration shall be given to any contractor's claim based upon differences between actual dimensions and those indicated on drawings, unless pointed out before beginning the service.

13. CLEANUP AND PROTECTION OF OWNER'S PROPERTY

A. The contractor is to remove all trash from the work area daily and place it in the proper disposal containers. The owner shall deduct from the contractor's final payment any cost of cleanup the owner incurs resulting from the contractor's failure to do so.

B. The contractor shall conduct cleaning and waste removal operations to comply with local laws and ordinances and Federal and local environmental and antipollution regulations. On surfaces to be cleaned, the contractor is to use cleaning materials and agents recommended by the manufacturer or fabricator. The contractor shall not use cleaning agents that are potentially hazardous to health or property or that might damage finished surfaces.

C. The contractor shall make reasonable efforts to protect existing surfaces, finishes, and adjacent facilities from damage while performing the service. The contractor shall, at his expense, repair any damage he causes before completing the job.

14. MANUFACTURER'S NAMES

A. The contractor may use any manufacturer's names, information, and/or catalog numbers for the purpose of describing and establishing general quality levels. Such references are not intended to be restrictive, and any manufacturer's products may be offered, unless the owner indicates otherwise.

15. SAFETY STANDARDS

A. Where such listings have been established for the type(s) of devices offered and furnished, the following approvals are required: Underwriter's Laboratories and/or National Electrical Manufacturer's Association for electrically operated assemblies, American Society of Mechanical Engineers for pressure vessels, and American Gas Association for gas operated assemblies. All contractors/items must meet applicable work-related Occupational Safety and Health Administration (OSHA) requirements.

16. ACCEPTANCE AND REJECTIONS

A. The owner reserves the right to reject any/all bids, waive any informality in the bid, and accept any item in the bid.

17. INDEMNIFICATION

The contractor agrees to defend, indemnify and hold harmless the owner from any and all claims, damages and expenses, including the owner's reasonable attorney's fees, arising out of the contract documents, the service and/or work, and all activities the contractor, contractor's employees, or subcontractors perform in conjunction with this service, including, but not limited to, accident, injury, death, or property damage.

18. WAIVER OF LIEN

A. The contractor agrees to prevent or discharge every lien claimed upon the owner's premises, upon any funds in the hands of the owner and any claim against any payment bond, by or through any persons furnishing labor or materials or both, for said premises. The contractor agrees to provide the owner, through the Director of Maintenance Operations/designee, a list of all subcontractors. Use of subcontractors is subject to advance approval from the owner.

19. MATERIAL SAFETY DATA SHEETS

A. The contractor must forward to the owner Material Safety Data Sheets (MSDSs) on all chemicals. The contractor must provide information concerning where the chemicals are stored, if on facility property.

20. SUPERVISION

A. The contractor shall have a competent supervisor, foreman, or lead person present whenever workers are performing service.

21. LIMITATIONS AND DRESS CODE

A. Except for communication devices, workers will not play radios at the facility. All workers will behave in a polite manner, and all workers will wear shirts and shoes when on facility property. Workers are not to make any inflammatory comments or gestures to any facility personnel, students, or guests. Workers are not to smoke on owner's property. The owner will not permit the contractor's workers to work on facility premises who do not comply with these requirements; the owner may instruct the workers to vacate the facility. If the owner restricts the workers from working, such restriction shall not alter the contract terms.

22. MATERIALS

All materials the contractor installs shall be new unless agreed to in writing or specified as not new in the Specifications for Service Contract. All materials shall meet North Carolina Building Codes. Should there be any discrepancies between design and code, the more stringent requirement shall apply. All materials shall be in compliance with standards (or approved products) as set by the Specifications for Service Contract. Unless otherwise specified, THE CONTRACTOR SHALL NOT INSTALL ASBESTOS-CONTAINING MATERIALS. BY DEFINITION, INSTALLATION OF ASBESTOS MATERIALS WILL BE CONSIDERED THE CONTRACTOR'S NEGLIGENCE AND THE CONTRACTOR SHALL PERFORM ALL NECESSARY WORK TO REMOVE THE ASBESTOS AND RESTORE THE SITE TO THE "PRE-CONTRACT" CONDITION.

23. ASBESTOS

A. The Operations and Maintenance Plan of the Asbestos Hazard Emergency Response Act (AHERA) Management Plan is available for review with the facility's Principal/Administrator/designee for information about the presence of asbestos-containing building materials where the contractor is to perform the scheduled service. If the contractor suspects or finds asbestos is present, he must notify the asbestos program manager (Director of Maintenance Operations/designee) immediately to ensure he does not disturb the asbestos while performing his service.

24. LEAD PAINT

A. The contractor assumes that all facilities built before 1979 contain lead-based paint. Any paint removal shall be in accordance with OSHA standards pertaining to lead

(29 CFR 1915.1025).

25. AFFIRMATIVE ACTION

A. The successful contractor shall take affirmative action in complying with all Federal and State requirements concerning fair employment and employment of the handicapped and concerning treatment of all employees without discrimination by reason of race, color, religion, sex, national origin, or physical handicap.

26. HISTORICALLY UNDERUTILIZED BUSINESSES

A. The owner invites and encourages minority-owned businesses, women, disabled, disabled business enterprise, non-profit work centers for the blind, and the severely disabled to participate in this procurement process.

27. PERFORMANCE AND DEFAULT

A. The owner reserves the right to require performance and/or payment bonds from the successful contractor without expense to the owner. In case of contractor default, the owner may procure the articles or services from other sources and hold the contractor responsible for any excess cost. If the owner requires bond(s), the owner will list it/them in the Bid Form for Service Contract.

28. AGENTS

A. Bids signed by agent(s) are to be accompanied by evidence of his authority.

29. AVAILABILITY OF FUNDS

All payments of compensation for this specific transaction, its continuation, or any renewal or extension are dependent upon and subject to the allocation and appropriation of funds to the owner for the purpose set forth in this contract.

30. SITUS

A. The place of all contracts, transactions, agreements, their situs and forum, shall be New Hanover County, North Carolina, where all matters, whether sounding in contract or tort, relating to validity, construction interpretation and enforcement, shall be determined.

31. GOVERNING LAWS

A. All contracts, transactions, agreements, etc., are made under and shall be governed by and construed in accordance with the laws of the State of North Carolina.

32. AWARD OF CONTRACT

A. The owner shall evaluate qualified bids and may accept the lowest and best bid most advantageous to the owner. The owner shall consider such factors as prices offered; the general reputation and performance capabilities of the bidders; the substantial conformity with the Specifications for Service Contract and other conditions set forth in the bid; the related services needed; the date(s) of performance; and such other factors the owner deems to be pertinent to the contract. In addition, the owner reserves the right to award the bid to more than one contractor, where more than one contractor is needed, to provide the contemplated requirements as to service, geographical areas, and other factors the owner deems to be pertinent to the contract. The owner reserves the right to reject all bids and re-bid the service.

33. CHANGE ORDERS

A. One or more changes to the service within the general scope of the contract may be ordered by change order. The contractor shall proceed with any such changes ONLY AFTER SPECIFIC WRITTEN AUTHORIZATION FROM THE OWNER, and same shall be accomplished in strict accordance with the following terms and conditions:

1) Change order shall mean a written order directing a change in the service and/or price, noting any conditions or requirements. The change order shall be determined by mutual agreement between the owner and the contractor.

2) The owner shall authorize and originate the change order form to the contractor. All change orders must have supporting documentation the owner may require as to the methods, materials, and costs involved. The owner and the contractor shall execute the change order.

34. CANCELLATION

A. The owner retains the right to cancel this contract by giving 30 days' prior notice in writing to the contractor, except as may be stated in the required contract form. The owner shall send notice of cancellation by certified return receipt requested U. S. mail, or hand deliver it to the contractor or his agent(s) at his regular place of business during regular business hours. The 30 days' notice shall begin on the day the return receipt is signed and dated, or the date that the hand delivery is made. Upon such termination, the owner will pay the contractor for service completed by the termination date.

36. SEXUAL HARASSMENT

A. Sexual harassment is a form of sex discrimination that violates Title VII of the Civil Rights Act of 1964. Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature constitute sexual harassment when it creates an intimidating, hostile, or offensive environment. The owner will not tolerate sexual harassment to students or staff from the contractor's employees. If such activity takes place, the owner will take one or both of the actions below.

1) The owner will request that the contractor remove his employee involved in the activity from the owner's property and the owner will bar his return.

2) The owner will terminate the contract and pay for service the owner determines the contractor has completed. The owner will bar the contractor from bidding on the owner's projects or working for New Hanover County Schools in the future.

37. CLARIFICATIONS/INTERPRETATIONS

A. Address any/all questions regarding this document to the purchaser named on the cover letter of this document. Do not contact the user directly. Any/all revisions to this document shall be made only by written addendum, signed by both parties. The contractor is cautioned that the requirements of the bid can be altered only by written addendum and that verbal communications from whatever source are of no effect.

38. SEVERABILITY

A. If any provision of this contract shall be found to be invalid or unenforceable, the remaining provisions shall be enforced.

39. ASSIGNMENT

A. This contract may not be assigned without the written consent of the owner.

END OF GENERAL REQUIREMENTS FOR SERVICE CONTRACTS