Seven Oaks Renovations

Pender County, North Carolina
Purchasing Manager, Jennifer West
805 South Walker Street
P.O. Box 1578
Burgaw, NC 28425
(910)259-1282
www.pendercountync.gov
INVITATION FOR BID
BID NO: #27-004
TITLE: SEVEN OAKS RENOVATIONS
NOTICE TO BIDDERS
Pender County Government is soliciting bids on behalf of Seven Oaks Apartments from qualified
contractors to provide renovation services for four (4) apartments at Seven Oaks, located at 205 Progress
Drive, Burgaw, NC 28425. The selected contractor shall provide all labor, materials, equipment, and
services necessary to complete the renovations in accordance with the specifications and requirements
outlined in this Invitation for Bids (IFB).
Sealed bids will be received by Pender County Finance, located at 805 S. Walker Street, Burgaw, NC
28425, until 2:00 PM on October 28, 2026, at which time and place all bids will be publicly opened and
read aloud. Bids received after the stated deadline will not be accepted.
Bid documents, specifications, and submission requirements may be obtained beginning
October 19, 2026, by accessing:
Pender County website: https://pendercountync.gov/bids.aspx
eVP North Carolina Solicitations: https://evp.nc.gov/solicitations/
Star Newspaper: www.starnewsonline.com
Or contacting Purchasing Manager Jennifer West: purchasing@pendercountync.gov
All bids must be submitted in a sealed envelope clearly labeled:
"IFB #27-004 Seven Oaks Renovations"
Award, if made, will be to the lowest responsive, responsible bidder for the project, subject to approval by the
Pender County Board of Commissioners and availability of appropriated funds. The County reserves the right
to reject any or all bids for sound documented reasons and to waive minor informalities that do not affect price,
scope, or competitive fairness.
Jennifer West
Purchasing Manager, Pender County

Pender County, North Carolina
Purchasing Manager, Jennifer West
805 South Walker Street
P.O. Box 1578
Burgaw, NC 28425
(910)259-1282
www.pendercountync.gov
INVITATION FOR BID
FORMAL
Bid No: IFB #27-004
Title: Seven Oaks Renovations
Procurement Contact: Jennifer West purchasing@pendercountync.gov
BID SUBMITTAL: Sealed Bids will be received no later than 2:00 PM on October 28, 2026, at
Pender County, 805 S. Walker Street, Burgaw NC, 28425. All sealed bids must be in an envelope
marked with IFB #27-004, Attention: Jennifer West.
It is the sole responsibility of the Bidder to familiarize themselves with all aspects of this project. It is the
responsibility of the Bidder to check the County's website for addendum related to this IFB prior to submission.
A complete BID CHECKLIST and all related documentation is required for the bid to be deemed responsive.
Failure to meet these requirements will not justify a change order.
Each bid shall include a separately sealed bid bond equal to 5% of the total bid. Before contract execution, the
successful bidder shall furnish performance and payment bonds, each equal to 100% of the contract amount.
COMMUNICATION: During the bid process, all communication relating to this bid shall be directed to
the Procurement Contact identified above. Failure to meet this requirement may consider your bid non-
responsive.
All questions relating to this project shall be directed to the Procurement Contact identified above in the
form of an email no later than October 22, 2026, by 2:00 PM. Please include the following in the subject
line: "IFB #27-004 Questions". Answers will be provided to all bidders in the form of an addendum
which will be posted on Pender County website: https://pendercountync.gov/bids.aspx and NC State
website: https://evp.nc.gov/solicitations/?status=0 .
DESCRIPTION OF PROJECT: The Scope of Work & Drawings are attached as EXHIBIT 1.
AWARD: Pender County on behalf of Seven Oaks Apartments desires to promptly approve a contract
after a decision has been made to award. Bidder awarded the contract is expected to promptly sign the
contract in the form attached hereto as EXHIBIT 2. Any requested changes to this contract form should
be provided with your response. Bids shall remain valid for no less than 90 days to allow sufficient time to
award.
Award, if made, shall be to the lowest responsive, responsible bidder for all four apartments, based on the total
bid including contingency. The County reserves the right to reject any or all bids for sound documented reasons.
No Contract shall be executed, and no work shall commence, until all required documentation has been received
and approved.

Pender County, North Carolina
Purchasing Manager, Jennifer West
805 South Walker Street
P.O. Box 1578
Burgaw, NC 28425
(910)259-1282
www.pendercountync.gov
CONFLICT OF INTEREST: All parties (including subconsultants) must maintain compliance with
conflicts of interest guidelines that meet or exceed those required under 2 C.F.R. 200.318(c)(1) for all
projects funded in part or whole with federal or State financial assistance (direct or reimbursed). In addition
to the prohibition against self-benefiting from a public contract under G.S. 14-234, no officer, employee,
elected official, governing body member, or agent of Pender County may participate directly or indirectly
in the selection, award, or administration of a contract supported by a federal or State award if he or she
has a real or perceived conflict of interest. A real or perceived conflict exists when any of the following
parties has a financial or other interest in or receives a tangible personal benefit from award of a contract:
the officer, employee, elected official, governing body member, or agent involved in the selection, award,
or administration of a contract; as well as any member of his or her immediate family; his or her partner;
or an organization which employs or is about to employ any of these parties. Any such conflict shall be
disclosed in writing and included with the Proposal. Contractors that are related to County personnel
having any influence over the decisions to consider or award a contract are strictly prohibited from
bidding/responding or accepting award of County contracts. Accepting gifts and favors from Contractors
and contractors is prohibited under G.S. 133-32, additionally officers, employees, elected officials,
governing body members, and agents of Pender County are prohibited from accepting or soliciting gifts,
gratuities, favors, or anything of monetary value from contractors, suppliers, or parties to subcontracts.
Violating this policy will result in disciplinary action for the employee and termination of the contract and
violating firms/persons may not be eligible for future contract awards.
RESERVES RIGHT TO AMEND. The County reserves the right to amend, at any time, any part of this
IFB upon publication on the County website at www.pendercountync.gov/bids and to change any of the
scheduled dates, including the bid due date. All changes will become part of this IFB and will be
incorporated into the agreement entered between the County and the Contractor.
RESERVES RIGHT TO REJECT ANY/ALL BIDS: The County reserves the right to waive any
informalities, to reject any or all bids, and to accept that Bid or Bids which is in the best interest of the
County.
COST OF BIDDING AND MATERIALS SUBMITTED: The County is not liable for any costs or
expenses incurred by the Contractor in participating in a site tour or in the preparation of a bid. All materials
submitted become the property of the County.
PUBLIC RECORD: Any material submitted in the bid package will become a "public record" once bids are
opened and shall be subject to public disclosure consistent with North Carolina General Statutes. (G.S.1321,
1326, 143131).
AUDIT: All procurement documents and contracts will be subject to audit. The Contractor will give full
and free access to all records and materials necessary to perform audit fieldwork, including data stored on
computer systems, for the County and its authorized representatives. This provision applies to any
subcontractor as well.

Pender County, North Carolina
Purchasing Manager, Jennifer West
805 South Walker Street
P.O. Box 1578
Burgaw, NC 28425
(910)259-1282
www.pendercountync.gov
TRADE SECRETS/PROPRIETARY INFO: Trade secrets or proprietary information submitted by a firm
in connection with a procurement transaction shall not be subject to the public disclosure under the North
Carolina Public Records Act pursuant to G.S 66-152(3) and 132-1. 2.. However, the firm must invoke the
protection of this section prior to or upon submission of the data or other materials and must identify the
data on other materials to be protected and state the reasons why protection is necessary. Each individual
page considered a trade secret or proprietary information must be labeled "Confidential" in the top right
corner. This right of privacy will be construed as narrowly as possible to protect the interests of the
individual responding to the IFB while attempting to maximize the availability of information to the
public. After opening, your bid will be provided to County staff and others who participate in the
evaluation process, and to members of the general public who submit public records requests. Do not
attempt to designate your entire Bid as a trade secret, and do not attempt to designate pricing information
as a trade secret. Doing so may result in your Bid being disqualified. In submitting a Bid, each Contractor
agrees that the County may reveal any trade secret materials contained in such response to all County staff
and County officials involved in the selection process, and to any outside consultant or other third parties
who assist the County in the selection process. Furthermore, each Contractor agrees to indemnify and
hold harmless the County and each of its officers, employees, and agents from all costs, damages, and
expenses incurred in connection with refusing to disclose any material which the Contractor has designated
as a trade secret.

Pender County, North Carolina
Purchasing Manager, Jennifer West
805 South Walker Street
P.O. Box 1578
Burgaw, NC 28425
(910)259-1282
www.pendercountync.gov
BID REQUIREMENTS:
Bid Documents for Submission (listed in BID CHECKLIST as Attachment A):
* Cost Proposal Form - completed including timeline
Bidders shall submit a completed Cost Proposal Form identified in this Invitation for Bids. The Cost
Proposal shall represent the full and complete scope of work in accordance with the contract documents,
including but not limited to the Scope of Work, drawings, specifications, and all addenda.
Pender County reserves the right to award one site, multiple sites, or all sites, or to reject any or all bids,
as determined to be in the best interest of the Owner.
Failure to submit a completed and executed Cost Proposal Form may result in the bid being deemed non-
responsive.
Timeline should include consecutive calendar days required to achieve Final Completion from
issuance of Notice to Proceed. Timelines must be vetted and accurate to the best of Contractor's knowledge,
and must account for adverse weather conditions typical of the region expected during the Contract period.
* Non-Collusion Affidavit - completed and notarized
* Certification Regarding Suspension and Debarment - completed and notarized
* E-Verify Affidavit - completed
* Iran Divestment Act Certification - completed
* IRS Form W-9 - completed within the last 12 months
* Certificate of Insurance - as specified in the contract terms and conditions
* Contract - ready for consideration, note any recommended or required changes for consideration

EXHIBIT 1
SCOPE OF WORK & DRAWINGS
[THE REST OF THIS PAGE HAS BEEN LEFT BLANK INTENTIONALLY]

Project: Seven Oaks - Complete Renovation of Four Apartments
Location: 205 Progress Drive, Burgaw, NC 28425
Project Manager: Brianna Martindale, Housing Director
1. PROJECT OVERVIEW
Pender County Government is soliciting sealed bids on behalf of Seven Oaks Apartments from qualified
contractors to provide all labor, materials, equipment, supervision, permits, disposal, and other services
necessary to complete the full restoration and upgrade of four (4) apartments at Seven Oaks, located at 205
Progress Drive, Burgaw, North Carolina.
The project consists of the complete renovation of the following units:
* Apartments A and B: Three Bedrooms and Two Bathrooms (see drawings provided)
* Apartments C and D: Two Bedrooms and One Bathroom (see plans provided)
All four apartments shall be renovated to match the quality, appearance, finishes, and specifications of the
previously renovated apartments at Seven Oaks. The County will provide photographs, specifications,
dimensions, and other applicable reference materials with this IFB. Bidders shall review all attachments when
preparing their bids.
The project is intended to provide fully restored, upgraded, clean, safe, and move-in-ready apartments upon
completion.
2.GENERAL CONTRACTOR REQUIREMENTS
The awarded contractor shall:
A. Provide all labor, materials, tools, equipment, supervision, transportation, and services necessary to
complete the renovations.
B. Obtain all required permits and inspections and comply with applicable federal, state, and local building
codes, regulations, and safety requirements.
C. Coordinate all work with the County-designated Project Manager.
D. Inspect each apartment before beginning work and identify existing conditions that may affect the scope,
schedule, or cost of the project.
E. Promptly notify only the Project Manager directly of concealed damage, additional results of water damage,
plumbing concerns, electrical issues, or other unforeseen conditions discovered during demolition.
F. Obtain written approval from the Project Manager before performing work outside the approved scope or
proceeding with additional cost work.
G. Protect existing property and common areas from damage and maintain a safe, orderly worksite.
H. Remove and legally dispose of all demolition debris, discarded materials, and construction waste.
I. Keep the Project Manager informed of project progress, anticipated delays, and any issues that may affect
completion.
J. Complete all work in a professional and orderly manner.
K. Restrict access to only required personnel and maintain security for the property.
L. Direct all public inquiries to the Project Manager for response.

3. DETAILED SCOPE OF WORK
A. Demolition and Preparation
The contractor shall perform all demolition and preparation necessary for the complete renovation of each
apartment, including:
* Remove existing kitchen and bathroom cabinets.
* Remove existing flooring throughout each apartment.
* Remove and replace all existing interior doors, as specified for the project.
* Remove existing appliances and prepare the appropriate locations for replacement appliances.
* Remove damaged or water-affected drywall, particularly in the wall area between the kitchen and bathroom.
* Patch all holes, cracks, and damaged areas in walls and ceilings as necessary to provide a smooth, finished
surface.
* Remove damaged materials and debris from the property.
* Inspect exposed areas for underlying damage before installing replacement materials.
Demolition shall be performed carefully to avoid unnecessary damage to plumbing, electrical systems,
structural components, and other building systems. Every effort shall be made to avoid disruption to
neighboring units.
B. Water Damage and Drywall Repairs
The contractor shall address the reported water damage between the kitchen and bathroom walls in the affected
apartments. Work shall include:
* Remove water-damaged drywall and any other damaged building materials in the affected area.
* Inspect exposed framing and surrounding materials for moisture-related damage.
* Identify and report the source of any active water leak to the Project Manager.
* Coordinate necessary plumbing repairs to correct the source of the leak, subject to the approved scope and
County authorization.
* Replace damaged drywall with appropriate materials.
* Properly finish, tape, mud, sand, and prepare repaired surfaces for painting.
* Ensure affected areas are appropriately dry and suitable for reconstruction before closing the wall.
Any potentially hazardous conditions shall be reported immediately. Reports should be made directly and only
to the Project Manager for coordinated response efforts. Remediation beyond the approved scope shall require
Project Manager authorization and evaluation by any necessary qualified professionals.
C. Kitchen Renovations
All existing kitchen cabinets shall be removed and replaced. Kitchen renovation work shall include:
* Furnish and install new kitchen cabinets.
* Furnish and install new countertops.
* Install appropriate cabinet hardware and necessary trim and finishing materials.
* Reconnect plumbing fixtures and appliances affected by the renovation.
* Make necessary adjustments to ensure cabinets, countertops, and appliances fit the existing kitchen layout.
* Seal and finish joints and connections as appropriate.
* Repair surfaces affected by the installation.
All cabinets and countertops must be comparable in quality, appearance, and dimensions to the previously
renovated Seven Oaks apartments shown in the IFB attachments. Substitutions must receive written Project
Manager approval before ordering or installation.

D. Bathroom Renovations
All existing bathroom cabinets and toilets shall be removed and replaced. Bathroom renovation work shall
include:
* Furnish and install new bathroom cabinets or vanities.
* Furnish and install replacement countertops where applicable.
* Furnish and install new toilets in every bathroom.
* Reconnect plumbing and verify that all fixtures operate properly.
* Inspect accessible plumbing connections for leaks.
* Repair drywall and surrounding surfaces affected by demolition or installation.
* Match finishes, colors, styles, and dimensions to the previously renovated apartments and the IFB
attachments.
The two three-bedroom apartments each contain two bathrooms, and the two two-bedroom apartments each
contain one bathroom. Therefore, the project includes replacement of all six existing toilets.
E. Appliance Replacement
The contractor shall remove and replace all existing appliances in all four apartments, as well as:
* Provide new appliances appropriate for each apartment and its existing utility connections.
* Match appliance types, sizes, finishes, and general specifications to the previously renovated apartments
and the IFB attachments.
* Verify dimensions and utility requirements before ordering.
* Install and connect appliances in accordance with manufacturer instructions and applicable codes.
* Test each appliance to verify proper operation before project completion.
* Remove and legally dispose of all replaced appliances.
The contractor shall include all appliances, delivery, installation, required connections, and related labor in the
bid price. The County shall identify the required appliance types and specifications in the IFB attachment.
SPECIFICATION: Appliances should be provided as follows:
Range: Whirlpool or Amana Electric 4-Burner Range
Refrigerator: Whirlpool or Amana Electric Top Freezer Bottom Refrigerator
F. Flooring Replacement
All existing flooring shall be removed and replaced throughout all four apartments.
Bedrooms:
* Install new carpet in every bedroom.
* Include appropriate padding, installation materials, transitions, and finishing.
* Match the carpet color, style, and general quality of the reference apartments and attached specifications.
All Other Areas:
* Install new luxury vinyl plank (LVP) flooring in all remaining areas, including living rooms, kitchens,
bathrooms, hallways, and other non-bedroom spaces as applicable.
* Prepare subfloors as necessary for proper installation.
* Provide required underlayment, transitions, trim, and finishing materials.
* Ensure flooring is installed according to manufacturer specifications and applicable moisture requirements.

The contractor shall verify subfloor conditions before installation and notify the Project Manager of any damage
or conditions requiring additional work.
G. Interior Doors and Trim
All existing interior doors included in the renovation shall be removed and replaced. Work shall include:
* Furnish and install new doors of appropriate sizes and types.
* Provide necessary hardware, hinges, latches, and associated installation materials.
* Repair and prepare door frames and surrounding surfaces as needed.
* Ensure all doors open, close, and latch properly.
* Paint all new doors and associated trim as specified.
* Match the style, finish, and appearance of the reference apartments.
H. Painting and Surface Finishing
All apartments shall receive new interior paint as part of the complete renovation. Painting shall include:
* All interior walls.
* All ceilings where specified or where repairs require repainting.
* All interior doors.
* All door trim, baseboards, and other painted trim.
* All patched, repaired, or newly installed drywall surfaces.
* Other painted interior surfaces identified in the IFB attachments.
The contractor shall prepare all surfaces by filling holes, repairing imperfections, sanding, cleaning, and
applying appropriate primers and finishes.
Paint colors, sheen, and finish quality shall match the reference apartments and the specifications included with
the IFB. The contractor shall obtain Project Manager approval of colors and finishes before painting.
All painting shall be completed neatly and uniformly, with no visible missed areas, excessive drips, or
unacceptable imperfections.
SPECIFICATION: Paint should be Sherwin Williams Antique White SW6119 SuperPaint Interior Satin.
I. Plumbing, Electrical, and Related Work
The contractor shall inspect and address plumbing and electrical connections affected by the renovation,
including:
* Reconnect and test plumbing fixtures, toilets, and appliances.
* Verify that new appliances operate correctly with the available utilities.
* Repair damage caused by the contractor during demolition or installation.
* Ensure all work is performed by appropriately qualified and licensed personnel when required.
* Obtain required permits and inspections for regulated work.
Any pre-existing deficiencies outside the approved scope shall be reported to the Project Manager. Additional
work shall not proceed without written authorization.