Southwestern Community College - Swain Center Roof

STATE OF NORTH CAROLINA

Southwestern Community College

Request for Proposal #: 2026-08-01

Swain Center Roof Replacement

Date Issued: 8/05/2026

Proposal Opening Date: 09/03/2026

At 1 PM ET

Direct all inquiries concerning this RFP to:

Joe Waldrum

Director of Facilities

Email: j_waldrum@southwesterncc.edu

STATE OF NORTH CAROLINA

Request for Proposal #

2026-08-01

______________________________________________________

For internal State agency processing, including tabulation of proposals, provide your company’s eVP (Electronic Vendor Portal) Number. Pursuant to G.S. 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

This page shall be filled out and returned with your proposal.
Failure to do so may subject your proposal to rejection.

___________________________________________________
Vendor Name

______________________________

Vendor eVP#

Note: For a contract to be awarded to you, your company (you) must be a North Carolina registered vendor in good standing. You must enter the vendor number assigned through eVP (Electronic Vendor Portal). If you do not have a vendor number, register at https://vendor.ncgov.com/vendor/login

Sealed, mailed responses ONLY will be accepted for this solicitation.

STATE OF NORTH CAROLINA Southwestern Community College
Refer ALL Inquiries regarding this RFP to: Joe Waldrum Southwestern Community College 447 College Drive Sylva, NC 28779 J_waldrum@southwesterncc.edu	Request for Proposal # 2026-08-01
	Proposals will be publicly opened: 09/03/26 @ 1 PM Balsam Bldg Rm 190A Southwestern Community College 37 College Drive Sylva, NC 28779
Using Agency: Southwestern Community College	Commodity No. and Description: 238160 - Roofing Contractors (includes shingle, membrane, flashing, gutter, and roof deck replacement work
Requisition No.: n/a

EXECUTION
In compliance with this Request for Proposal (RFP), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are bid, at the prices set opposite each item within the time specified herein.

By executing this proposal, the undersigned Vendor understands that false certification is a Class I felony and certifies that:

• this proposal is submitted competitively and without collusion (G.S. 143-54),

• that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and

• it is not an ineligible Vendor as set forth in G.S. 143-59.1.

Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor’s knowledge and belief, that:

• it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency.

As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.

As required by Executive Order 24 (2017), the undersigned vendor certifies will comply with all Federal and State requirements concerning fair employment and that it does not and will not discriminate, harass, or retaliate against any employee in connection with performance of any Contract arising from this solicitation.

G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public Contract of any gift from anyone with a Contract with the State, or from any person seeking to do business with the State. By execution of this response to the RFP, the undersigned certifies, for Vendor’s entire organization and its employees or agents, that Vendor are not aware that any such gift has been offered, accepted, or promised by any employees or agents of Vendor’s organization.

By executing this proposal, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the NORTH CAROLINA GENERAL TERMS AND CONDITIONS incorporated herein. These documents can be accessed from the ATTACHMENTS page within this document.

Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals cannot be accepted.

COMPLETE/FORMAL NAME OF VENDOR:
STREET ADDRESS:	P.O. BOX:	ZIP:
CITY & STATE & ZIP:	TELEPHONE NUMBER:	TOLL FREE TEL. NO:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #21):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:	FAX NUMBER:
VENDOR’S AUTHORIZED SIGNATURE:	DATE:	E-MAIL:

VALIDITY PERIOD

Offer shall be valid for at least sixty (60) days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual agreement of the parties in writing. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this RFP.

ACCEPTANCE OF PROPOSAL

If your proposal is accepted, all provisions of this RFP, along with the written results of any negotiations, shall constitute the written agreement between the parties (“Contract”). The NORTH CAROLINA GENERAL TERMS AND CONDITIONS are incorporated herein and shall apply. Depending upon the Goods or Services being offered, other terms and conditions may apply, as mutually agreed.

(Authorized Representative of Southwestern Community College)

1.0 PURPOSE AND BACKGROUND

The State of North Carolina, on behalf of Southwestern Community College, is seeking proposals from qualified vendors to furnish, deliver, install, and commission a complete roofing system replacement and associated infrastructure for a primary campus facility located in Swain County, NC. This Request for Proposals (RFP) seeks to identify solutions that meet heavy-duty durability, weather resistance, and high-performance requirements while allowing flexibility in materials, design, and project delivery across both steep-slope and low-slope roof profiles.

The purpose of this procurement is to install a fully operational, professionally engineered, and watertight roofing system totaling approximately 23,000 square feet—comprising 18,000 square feet of pitched architectural shingle roofing and 5,000 square feet of commercial single-ply membrane roofing. The final project must ensure robust structural load-bearing capacity, high-wind uplift resistance, proper positive drainage, and compliance with the North Carolina State Building Code, Occupational Safety and Health Administration (OSHA) safety standards, and all other relevant local, state, and federal regulations.

Southwestern Community College serves as a vital educational and community hub in Western North Carolina, delivering instructional programs, public safety training, and administrative services across its regional facilities. The facility targeted under this solicitation is a critical 22,000-square-foot multi-use building located in Swain County, NC.

Given its location in the Great Smoky Mountains region, the building structure is subjected to rigorous environmental demands, including heavy mountain rainfall, high wind loads, intense freeze-thaw cycles, and seasonal ice conditions. The existing roofing assembly requires complete removal and replacement down to the structural deck to protect the building’s structural integrity, interior instructional spaces, and valuable institutional assets.

Because the facility will remain active during construction, the project requires an experienced contractor capable of executing complex dual-system installations—combining high-temperature ice and water shields, high-wind architectural shingles, heavy-duty commercial rainware, and fully adhered low-slope membrane transitions—with minimal disruption to daily campus operations, student foot traffic, and academic schedules.

The intent of this solicitation is to award an Agency Specific Contract.

1.1 CONTRACT TERM

This is a one-time purchase and installation.

Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

The RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award, which are incorporated herein by reference.

2.2 E-PROCUREMENT FEE

ATTENTION: The E-Procurement fee may apply to this solicitation. See paragraph entitled ELECTRONIC PROCUREMENT of the North Carolina General Terms and Conditions.

General information on the E-Procurement Services can be found at: http://eprocurement.nc.gov/ .

NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

It shall be the Vendor’s responsibility to read the Instructions to Vendors, the North Carolina General Terms and Conditions, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

If Vendors have questions or issues, regarding any component within this RFP, those must be submitted as questions in accordance with the instructions in the PROPOSAL QUESTIONS Section. If the State determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP addendum. The State may also elect to leave open the possibility for later negotiation of specific provisions of the Contract that have been addressed during the question-and-answer period, prior to contract award.

Other than through the process of negotiation under 01 NCAC 05B.0503, the State rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s proposal. This applies to any language appearing in or attached to the document as part of the Vendor’s proposal that purports to vary any terms and conditions or Vendors’ instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor’s proposal shall constitute a firm offer that shall be held open for the period required herein (“Validity Period” above).

The State may exercise its discretion to consider Vendor proposed modifications. By execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded unless expressly agreed upon through negotiation and incorporated by way of a Best and Final Offer (BAFO) . Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s proposal as nonresponsive.

2.3 RFP SCHEDULE

The table below shows the intended schedule for this RFP. The State will make every effort to adhere to this schedule.

Event	Responsibility	Date and Time
Issue RFP	State	08/05/26
Hold Pre-Proposal Conference/Site Visit	State	08/13/26 @ 1:30 PM
Submit Written Questions	Vendor	08/20/26 before 5 PM EST
Provide Responses to Questions	State	08/27/26 before 5 PM EST
Submit Proposals	Vendor	09/03/26 before 1 PM EST
Contract Award	State	TBD

2.4 SITE VISIT or PRE-PROPOSAL CONFERENCE

Mandatory Site Visit

Date: 08/13/2026

Time: 1:30 PM EST

Location: Southwestern Community College

60 Almond School Road

Bryson City, NC 28713

Contact: j_waldrum@southwesterncc.edu

Instructions: It shall be mandatory that each Vendor representative be present for a pre-proposal site visit.

The purpose of this visit is for all prospective Vendors to apprise themselves with the conditions and requirements which will affect the performance of the work called for by this RFP. Vendors shall stay for the duration of the site visit. No allowances will be made for unreported conditions that a prudent Vendor would recognize as affecting the work called for or implied by this RFP.

Vendors are cautioned that any information released to attendees during the 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 before it can be considered to be a part of this RFP and any resulting contract.

2.5 PROPOSAL QUESTIONS

Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the “Submit Written Questions” date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum.

Written questions shall be e-mailed to j_waldrum@southwesterncc.edu by the date and time specified above. Vendors will enter “RFP # 2026-07-01: Questions” as the subject for the email. Question submittals will include a reference to the applicable RFP section and be submitted in a format shown below:

Reference	Vendor Question
RFP Section, Page Number	Vendor question …?

Questions received prior to the submission deadline date, the State’s response, and any additional terms deemed necessary by the State will be posted in the form of an addendum to the electronic Vendor Portal (eVP), https://evp.nc.gov , and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in an Addendum to this RFP.

2.6 PROPOSAL SUBMITTAL

IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will not be opened or considered, and will be automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to unintended or unanticipated delay. It is the Vendor’s sole responsibility to ensure its proposal has been received as described in this RFP by the specified time and date of opening. The date and time of receipt will be marked on each proposal when received. Any proposal or portion thereof received after the proposal submission deadline will be rejected.

Mailing address for delivery of proposal via US Postal Service	Office Address of delivery by any other method (special delivery, overnight, or any other carrier).
PROPOSAL NUMBER: 2026-08-01 Joe Waldrum Southwestern Community College 447 College Drive Sylva, NC 28779	PROPOSAL NUMBER: 2026-08-01 Joe Waldrum Southwestern Community College 447 College Drive Sylva, NC 28779

CAUTION: For proposals submitted via U.S. mail, please note that the U.S. Postal Service generally does not deliver mail to a specified street address but to the State’s Mail Service Center. Vendors are cautioned that proposals sent via U.S. Mail, including Express Mail, may not be delivered by the Mail Service Center to the agency’s purchasing office on the due date in time to meet the proposal deadline. All Vendors are urged to take the possibility of delay into account when submitting proposals by U.S. Postal Service, courier, or other delivery service. Attempts to submit a proposal via facsimile (FAX) machine, telephone, or email in response to this RFP shall NOT be accepted.

a) Submit a signed, original executed proposal response to the address identified in the table above.

b) Submit your proposal in a sealed package. Clearly mark each package with: (1) Vendor name; (2) the RFP number; and (3) the due date. Address the package(s) for delivery as shown in the table above. If Vendor is submitting more than one (1) proposal, each proposal shall be submitted in separate sealed envelopes and marked accordingly. For delivery purposes, separate sealed envelopes from a single Vendor may be included in the same outer package. Proposals are subject to rejection unless submitted with the information above included on the outside of the sealed proposal package.

c) If confidential and proprietary information is included in the proposal, also submit one (1) signed, REDACTED copy of the proposal. Such information may include trade secrets defined by N.C. Gen. Stat. § 66-152 and other information exempted from the Public Records Act pursuant to N.C. Gen. Stat. §132- 1.2. Vendor may designate information, Products, Services or appropriate portions of its response as confidential, consistent with and to the extent permitted under the statutes and rules set forth above. By so redacting any page, or portion of a page, the Vendor warrants that it has formed a good faith opinion, having received such necessary or proper review by counsel and other knowledgeable advisors, that the portions determined to be confidential and proprietary and redacted as such, meet the requirements of the Rules and Statutes set forth above. However, under no circumstances shall price information be designated as confidential.

If the Vendor does not provide a redacted version of the proposal with its proposal submission, the Department may release an unredacted version if a record request is received.

2.7 PROPOSAL CONTENTS

Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an authorized signature where requested. Failure to provide all required items, or Vendor’s submission of incomplete items, may result in the State rejecting Vendor’s proposal, in the State’s sole discretion.

Vendor RFP responses shall include the following items and attachments, which shall be arranged in the following order:

a) Completed and signed version of EXECUTION PAGES, along with the body of the RFP.

b) Signed receipt pages of any addenda released in conjunction with this RFP, if required to be returned.

c) Vendor’s Proposal addressing all Specifications of this RFP.

d) Completed version of ATTACHMENT A: PRICING

e) Completed version of ATTACHMENT C: NORTH CAROLINA GENERAL TERMS & CONDITIONS

f) Completed version of ATTACHMENT E: CUSTOMER REFERENCE FORM

g) Completed and signed version of ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION

h) Completed and signed version of ATTACHMENT H: VENDOR REQUEST FOR EO50 PRICE-MATCHING, if applicable

2.8 ALTERNATE PROPOSALS

Unless provided otherwise in this RFP, Vendor may submit alternate proposals for comparable Goods, various methods or levels of Service(s), or that propose different options. Alternate proposals must specifically identify the RFP requirements and advantage(s) addressed by the alternate proposal. Any alternate proposal, in addition to the marking described above, must be clearly marked with the legend: “Alternate Proposal #___ [for ‘name of Vendor’]”. Each proposal must be for a specific set of Goods and Services and must include specific pricing. If a Vendor chooses to respond with various offerings, each must be offered with a separate price and be contained in a separate proposal. Each proposal must be complete and independent of other proposals offered.

2.9 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

Relevant definitions for this RFP are provided in 01 NCAC 05A .0112 and in the Instructions to Vendors found below which are incorporated herein by this reference.

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all award decisions shall be in the State’s best interest. All qualified proposals will be evaluated, and awards will be made to the Vendor(s) meeting the specific RFP Specifications and achieving the highest and best final evaluation, based on the criteria described below.

While the intent of this RFP is to award a Contract(s) to a single Vendor for all line items, the State reserves the right to make separate awards to different Vendors for one or more line items, to not award one or more line items or to cancel this RFP in its entirety without awarding a Contract, if it is considered to be most advantageous to the State to do so.

If a Vendor selected for award is determined by the State to be a non-resident of North Carolina, all responsive proposals will be reviewed to determine if any of them were submitted by a North Carolina resident Vendor who requested an opportunity to match the price of the winning proposal, pursuant to Executive Order #50 and G.S. 143-59 (for more information, please refer to ATTACHMENT H: VENDOR REQUEST FOR EXECUTIVE ORDER #50 PRICE MATCHING. If such proposals(s) are identified, the State will then determine whether any such proposal falls within the price-match range, and, if so, make a Contract award in accordance with the process that implements G.S. 143-59 and Executive Order #50.

The State reserves the right to waive any minor informality or technicality in proposals received.

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

While this RFP is under evaluation, the responding Vendor, including any subcontractors and suppliers, is prohibited from engaging in conversations intended to influence the outcome of the evaluation. See the Paragraph 29 of the Instructions To Vendors entitled COMMUNICATONS BY VENDORS..

Each Vendor submitting a proposal to this RFP, including its employees, agents, subcontractors, suppliers, subsidiaries and affiliates, is prohibited from having any communications with any person inside or outside the using agency; issuing agency; other government agency office or body (including the purchaser named above, any department secretary, agency head, members of the General Assembly and Governor’s office); or private entity, if the communication refers to the content of Vendor’s proposal or qualifications, the content of another Vendor’s proposal, another Vendor’s qualifications or ability to perform a resulting contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of proposals, the award of a contract, or both.

Any Vendor not in compliance with this provision shall be disqualified from evaluation and award. A Vendor’s proposal may be disqualified if its subcontractor and/or supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement until the date of contract award or cancellation of the procurement). Only those discussions, communications or transmittals of information authorized or initiated by the issuing agency for this RFP or inquiries directed to the purchaser named in this RFP regarding requirements of the RFP (prior to proposal submission) or the status of the award (after submission) are excepted from this provision.

3.3 PROPOSAL EVALUATION PROCESS

Only responsive submissions will be evaluated.

The State will conduct a One-Step evaluation of Proposals:

Proposals will be received according to the method stated in the Proposal Submittal Section above.

All proposals must be received by the issuing agency not later than the date and time specified in the RFP SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the State reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the State.

At the date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum, the proposal from each responding Vendor will be opened publicly and all offers (except those that have been previously withdrawn, or voided bids) will be tabulated. The tabulation shall be made public at the time it is created. When negotiations after receipt of bids is authorized pursuant to G.S. 143-49 and 01 NCAC 05B.0503, only the names of offerors and the Goods and Services offered shall be tabulated at the time of opening. If negotiation is anticipated, cost and price shall become available for public inspection at the time of the award. Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor’s pricing position.

At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the proposal. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all proposals should be complete and reflect the most favorable terms available from the Vendor.

Upon completion of the evaluation process, the State will make award(s) based on the evaluation and post the award(s) to the electronic Vendor Portal (eVP), https://evp.nc.gov , under the RFP number for this solicitation. Award of a Contract to one Vendor does not mean that the other proposals lacked merit, but that, all factors considered, the selected proposal was deemed most advantageous and represented the best value to the State.

The State reserves the right to negotiate with one or more vendors, or to reject all original offers and negotiate with one or more sources of supply that may be capable of satisfying the requirement, and in either case to require Vendor to submit a Best and Final Offer (BAFO) based on discussions and negotiations with the State.

3.5 INTERPRETATION OF TERMS AND PHRASES

This RFP serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the State; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether proposals should be evaluated or rejected, the State will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the State’s needs as described in the RFP. Except as specifically stated in the RFP, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the State exercising its discretion to reject a proposal in its entirety.

4.0 REQUIREMENTS

This Section lists the requirements related to this RFP. By submitting a proposal, the Vendor agrees to meet all stated requirements in this Section, as well as any other specifications, requirements, and terms and conditions stated in this RFP. If a Vendor is unclear about a requirement or specification, or believes a change in a requirement would allow for the State to receive a better proposal, the Vendor is encouraged to submit these items in the form of a question during the question-and-answer period in accordance with the Proposal Questions Section above.

All proposed solutions must, at a minimum, meet the following general requirements:

4.0.1 Code & Standard Compliance

Compliance with all current applicable codes and standards, including but not limited to:

• North Carolina State Building Code (Current Edition, Commercial/Chapter 15 Roof Assemblies).

• Occupational Safety and Health Administration (OSHA) Standards for Construction (29 CFR 1926), specifically regarding fall protection and site safety.

• National Roofing Contractors Association (NRCA) Manual of Roofing and Waterproofing Standards.

• ANSI/SPRI ES-1 Wind Design Standard for Edge Systems Used with Low-Slope Roofing Systems.

• ASTM International Standards for roofing materials, including ASTM D3462 (Asphalt Shingles), ASTM D1970 (Self-Adhering High-Temp Underlayment), and ASTM D6878 / D4637 (Single-Ply Membranes).

4.0.2 Roofing System Specifications & Footprint

• Total Roofing Footprint: Approximately 23,000 SF (18,000 SF Pitched Shingle Assembly / 5,000 SF Low-Slope Membrane Assembly).

• Demolition & Substrate Prep: Complete tear-off of existing roofing materials down to the structural deck, inspection of underlying decking, surface cleaning, and preparation prior to underlayment application.

• Pitched Section (18,000 SF): Installation of a high-temperature self-adhering ice and water shield (at eaves, valleys, rakes, and penetrations), heavy-duty synthetic underlayment, 30-year commercial-grade architectural shingles with a high-wind fastening pattern, heavy-gauge perimeter trims, and continuous ridge ventilation.

• Low-Slope Section (5,000 SF): Installation of a tapered insulation system providing positive drainage, protective cover board, fully adhered or mechanically attached 60-mil single-ply membrane (TPO or EPDM), and watertight transition detailing to the adjacent pitched roof.

• Drainage & Rainware: Installation of heavy-duty 6-inch commercial seamless gutters, 4" x 5" downspouts, custom metal flashings, and secure wall terminations across the facility.

4.0.3 Suitability for Use & Environmental Resilience

The complete roofing assembly must be engineered to withstand the specialized climatic and environmental demands of Swain County, NC (Western North Carolina mountain region). The system must demonstrate exceptional durability against heavy mountain snow/ice loads, high-wind uplift pressures, severe freeze-thaw cycles, driving rain, and intense thermal expansion/contraction across dual roof slope profiles.

4.0.4 Turn-Key Solution

Vendor must provide a complete turn-key solution including site preparation, staging, perimeter fall protection, removal and disposal of existing roof layers, deck repair/plywood replacement, material delivery, installation, daily magnetic sweep/clean-up, testing, and final commissioning of the complete watertight roof system.

4.0.5 Operational Coordination

Coordination with Southwestern Community College facility staff for scheduling material deliveries, crane positioning, dumpster placement, site access, student/pedestrian traffic control, and minimizing disruption to ongoing academic and administrative operations.

4.0.6 Documentation

Submission of full material certifications, manufacturer installation guidelines, as-built penetration/drainage layouts, daily project logs, executed contractor workmanship warranty, and manufacturer warranty documents.

4.0.7 Testing and Final Acceptance

The completed roofing system must undergo water/drainage verification testing and a joint physical inspection by the College Facility Manager and an authorized manufacturer technical representative (verifying code compliance, wind uplift detailing, and seam/flashing integrity) prior to final acceptance by the State.

4.1 PRICING

Proposal price shall constitute the total cost to the State for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, transportation, administrative and other similar fees. Complete ATTACHMENT A: PRICING FORM and include in Vendor’s proposal.

4.2 TRANSPORTATION AND IDENTIFICATION

The Vendor shall deliver Free-On-Board (FOB) Destination to any requested location within the State of North Carolina with all transportation costs and fees included in the total proposal price.

When an order is placed using a purchase order, the purchase order number shall be shown on all packages and shipping manifests to ensure proper identification and payment of invoices. If an order is placed without using a purchase order, such as via phone, the Buyer’s name shall be show on all packages. A complete packing list shall accompany each shipment. Vendors shall not ship any products until they have received an order.

4.3 DELIVERY AND INSTALLATION

The Vendor shall complete work at the following location(s):

Swain Center

60 Almond School Road

Bryson City, NC 28713

Vendor should complete delivery and installation within 90 consecutive calendar days after receipt of purchase order.

4.4 WARRANTY

Manufacturer’s standard warranty shall apply. Vendors shall include a copy of the manufacturer’s standard warranty with the proposal response.

Vendor warrants that all equipment furnished under this RFP will be newly manufactured, of good material and workmanship. The warranty will apply from date equipment is put into operation for a minimum period of twelve (12) months or the length of the manufacturer’s warranty, whichever is longer. Such warranty shall cover the cost of all defective parts replacement, labor, freight, and technicians’ travel at no additional cost to the State, or as specified by the Purchasing Agency herein. To the extent not superseded by the terms of this paragraph, manufacturer’s warranty terms shall apply. Vendor’s warranty shall be at least the level of coverage provided for its comparable customers.

The report of a problem does not presuppose that every call must result in an “on-site” visit for service/repair. The Vendor and/or service sub-contractor shall utilize best efforts to resolve problems in a timely fashion by using acceptable servicing methods to include, but not limited to, verbal problem analysis and remote diagnosis. The warranty requirement does not impose any additional duty on the State to make other than normal and good faith problem resolution efforts or expenditures of time. Vendor shall be responsible for compliance with warranty terms by any third-party service provider. Vendor shall provide contact information for warranty service provider, below.

Vendor is authorized by manufacturer to repair equipment offered during the warranty period? YES NO

Will the Vendor provide warranty service? YES NO, a manufacturer-authorized third party will perform warranty service.

Contact information for warranty service provider:

Company Name: _______________________________________________

Company Address: _____________________________________________

Contact Person (name): _________________________________________

Contact Person (phone number): __________________________________

Contact Person (email): _________________________________________

4.6 VENDOR EXPERIENCE

In its Proposal, Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size and complexity to the State. Vendor shall provide information as to the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person.

4.7 REFERENCES

Vendors shall provide at least three (3) references, using ATTACHMENT E: CUSTOMER REFERENCE FORM, for which your company has supplied the exact model of equipment offered. The State may contact these users to determine quality level of the offered equipment; as well as, but not limited to user satisfaction with Vendor performance. Information obtained may be considered in the evaluation of the proposal.

4.8 VENDOR’S REPRESENTATIONS

If the proposal results in an award, Vendor agrees that it will not enter any agreement with a third party that may abridge any rights of the State under the Contract. If any Services, deliverables, functions, or responsibilities not specifically described in this solicitation are required for Vendor’s proper performance, provision and delivery of the Service and deliverables under a resulting Contract, or are an inherent part of or necessary sub-task included within such service, they will be deemed to be implied by and included within the scope of the contract to the same extent and in the same manner as if specifically described in the Contract. Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and/or other Deliverables.

4.9 FINANCIAL STABILITY

As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to perform its obligations under the Contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction

Each Vendor shall certify it is financially stable by completing the ATTACHMENT G: CERTIFICATION OF FINANCIAL CONDITION. The State is requiring this certification to minimize potential performance issues from Contracting with a Vendor that is financially unstable. This Certification shall be deemed continuing, and from the date of the Certification to the expiration of the Contract, the Vendor shall notify the State within thirty (30) days of any occurrence or condition that materially alters the truth of any statement made in this Certification.

4.10 AGENCY INSURANCE REQUIREMENTS MODIFICATION

Important: The insurance requirements set forth in the North Carolina General Terms and Conditions, Insurance paragraph, are minimal requirements. Risk assessment should be conducted based on the following non-exclusive factors listed below AND DOCUMENTED IN THE OFFICIAL AGENCY FILE using the P&C provided form. Increased insurance requirements should be set forth below. Add any specialized insurance coverage the Agency desires that are specifically relevant to the Goods or Services procured. (e.g., cyber insurance, Errors and Omissions, etc.)

1. Potential for damage to State property or property of a third party,

2. Potential for bodily injury to State employees or third parties,

3. Whether Vendor will transport State property, clients, or employees,

4. Use of a vehicle to accomplish the work or to travel to or from State locations,

5. Anticipated physical contacts of the Vendor with the State,

6. Anticipated number and activity of Vendor personnel within the State, and

7. Any other unique considerations that could result in harm, bodily injury, or property damage.

A. Default Insurance Coverage from the General Terms and Conditions applicable to this Solicitation:

Small Purchases

Contract value in excess of the Small Purchase threshold, but up to $1,000,000.00

Contract value in excess of $1,000,000.00

5.0 PRODUCT SPECIFICATIONS AND SCOPE OF WORK

5.1 GENERAL

This section outlines the scope and expected features of the roofing to be performed. Final specifications will be refined in coordination with the selected vendor during the planning and design phase.

5.2 SPECIFICATIONS

The Vendor shall provide all materials, labor, equipment, and supervision required to roof the building located at 60 Almond School Road in Bryson City NC in accordance with the following detailed physical and structural criteria.

5.2.1 Project Summary

• Property Location: 60 Almond School Road, Bryson City, NC 28713

• Total Roof Area: Approximately 23,000 SF (18,000 SF Pitched Asphalt Shingle / 5,000 SF Low-Slope Membrane)

• Governing Codes: 2024 North Carolina State Building Code (Commercial), OSHA Construction Standards (29 CFR 1926).

5.2.2 Material Specifications: Pitched Shingle Roof (18,000 SF)

• Asphalt Shingles:

o Grade: Architectural / Dimensional Asphalt Shingles.

o Performance Standard: ASTM D3462, ASTM D3161 (Class F Wind Resistance up to 110+ MPH), ASTM E108 Class A Fire Rating.

o Warranty: Minimum 30-year Limited Lifetime Manufacturer Warranty (with minimum 10-year non-prorated period).

• Underlayment & Ice/Water Shield:

o Ice & Water Shield: Self-adhering, rubberized asphalt high-temperature membrane (ASTM D1970). Must withstand high heat under dark shingles (rated to at least 240°F).

o Coverage: Applied at all eaves (extending minimum 24" inside wall line), valleys, rakes, wall intersections, and around all roof penetrations.

o Synthetic Underlayment: Heavy-duty woven synthetic roof underlayment (ASTM D226 / D4869) over remaining decking.

• Roof Decking (Plywood Replacement):

o Material: 5/8" CDX exterior-grade plywood paneling or APA-rated OSB matching existing structural thickness.

o Fasteners: Ring-shank exterior coated nails or corrosion-resistant screws.

• Metal Flashing & Trim:

o Material: Minimum 24-gauge pre-finished Kynar 500 / Hylar 500 galvanized steel or aluminum.

o Components: Drip edge along eaves/rakes, step flashing at sidewalls, apron flashing, continuous valley metal (W-profile), and custom pipe boots/collars.

• Rainware (Gutters & Downspouts):

o Gutters: 6-inch heavy-duty commercial seamless aluminum or 24-gauge pre-finished steel gutters with heavy-duty internal hangers spaced no greater than 24" on-center.

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