Construction Services for Renovation of Williamston Town Hall

REQUEST FOR PROPOSALS FOR CONSTRUCTION
FOR REVITALIZATION OF TOWN HALL
TOWN OF WILLIAMSTON, NORTH CAROLINA
A. Purpose
The Town of Williamston is seeking a licensed general contractor to provide construction
renovation and repair services for the renovation of part of Town Hall. This project involves
a complete remodel of what is referred to as the "Old Police Department Training Room and
Kitchen" (located in the back of the building facing Smithwick Street). The proposed
floorplan is attached as Attachment A. The project may include subcontractors for certain
activities.
B. Project Background
The Town of Williamston's Town Hall has been a hallmark of providing community services
since its construction in 1908. The building's rich history includes housing many different
departments at different times, including police, fire, and the tax collector. Currently, Town
Hall is home to town offices with the police and fire departments in their own, separate
buildings. The Town is looking to reuse the once occupied space. Revitalizing the meeting
spaces in the old police station will provide better opportunities for the community to
convene. This project will allow residents and visitors to enjoy downtown events and
entertainment, as the meeting space will also be a hub for festivals and other community
events. Plans include renovation of a meeting space, hallway, and kitchen as well as
installing a bathroom. Please see Attachment A for proposed floor plans.
This solicitation is issued in accordance with the formal bidding requirements of NCGS 143-
129. Award will be made to the lowest responsive, responsible bidder.
Funding
This project is funded in part by the North Carolina Department of Commerce Rural
Building Reuse Division. The Town of Williamston was awarded a grant in 2025 to
complete the proposed renovations.
C. Scope of work
Scope: Provide all labor, materials, equipment, supervision, and disposal necessary to
complete the renovation in accordance with all applicable codes, including ADA standards,
NC Building Codes and manufacturer installation requirements. Coordinate work with
Owner to maintain safe access to adjacent areas. Protect existing utilities, adjacent finishes,
and occupied spaces from dust, debris, and damage. The work will include, but is not limited
to, demolition of existing infrastructure, electrical work, plumbing and HVAC, flooring, and
painting.
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The Old PD Reuse Project will expand on and update the Town Hall while rehabilitating the
meeting spaces in the old Police Department connected to the Town Hall. The Town's
efforts to rehabilitate the interior of the old Police Department will include rehabilitation of
the department's meeting room, entryways, and kitchen. The project includes the
modification of the Police Department's previous evidence storage room into a single-
occupant restroom, which will involve repainting, the removal of several shelving units,
flooring modifications, and the installation of plumbing to the room that did not previously
exist. The restroom will also be connected to the sewer system. The project also includes
the removal and replacement of the flooring in the meeting space and kitchen, repainting
and resurfacing of the walls in the meeting space and kitchen, and other repairs as needed,
such as electrical upgrades to the electrical box in the kitchen space to allow for higher
voltage appliances to be used in the space. The kitchen appliances, cabinets, and
countertops will be added/replaced. This project will also include work to the rear hallway
near the kitchen, including painting and doorway reframing. Installation of ceiling to match
the space to the kitchen and meeting area may also be required. Furthermore, the
doorways in the area will be replaced to provide safety and an improved appearance to the
exterior of the building, including a "storefront" style entrance facing towards Smithwick
Street. The storefront will allow for the existing exterior door to be modified into a fire
escape, and will include appropriate lit "fire exit" signage. Upgrades to the existing doors
will also include leveling to remove height inconsistencies between the doorframes and the
floors. Steps will also be taken to revise the roofing (ceiling) and lighting in the space.
Repairs will need to be made to the roof, and improved structuring will need to be included
to prevent future roof damage, particularly around the lighting systems. Along with this, the
diffusers attached to the current lights should be replaced to allow for the installation of
new lights.
All work shall be performed in accordance with the plans, specifications, and applicable
codes. In the event of conflict, the plans and specifications shall govern. Please see the bid
form (Attachment B) for more specific scope of work and materials. Please attend the pre-
bid meeting to ask questions and for clarification regarding the scope of work.
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D. Proposal Timeline
Provided below is a list of anticipated schedule of events related to this solicitation. Any
amendments to this solicitation will be updated ONLY on the NC eVP. Please be sure to
check the eVP posting for updates and/or additional addenda.
Proposal Process Date and Time
Proposal Publication/Beginning Date April 30, 2026
Interested parties are to attend a mandatory May 11, 2026 @ 2:30 pm EST
pre-bid meeting at 102 E Main Street,
Williamston, NC 27892.
Deadline for Written Questions May 15, 2026 @ 5 pm EST
Deadline for Submissions May 21, 2026 @ 5 pm EST
Open Sealed Submissions May 22, 2026 @ 10 am EST
Select Contractor and Negotiate Contract May 22, 2026
(Contract is subject to Board approval)
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E. Submission Requirements, Contact Information, Responsiveness and Responsibility of
the Bidder:
Any questions regarding this solicitation should be written in email to the following Town
Staff:
Contact Name Email Address
Shay Baggett sbaggett@townofwilliamston.com
The contractor/firm should submit one (1) original and two (2) copies in a sealed envelope
clearly labeled, "RDED Building Renovation Bid - Do Not Open" via mail or hand delivery to:
DELIVERED BY US POSTAL SERVICE MAIL OR DELIVERED BY HAND
OTHER DELIVERY SERVICES
Town of Williamston Town of Williamston
ATTN: Jackie Escobar ATTN: Jackie Escobar
P.O. Box 506 102 E Main Street
102 E Main Street Williamston, NC 27892
Williamston, NC 27892
TITLE: RDED Building Renovation Bid - Do TITLE: RDED Building Renovation Bid - Do
Not Open Not Open
The Town invites all interested firms to attend a pre-bid meeting on the date hereinabove
provided to ask questions and/or ask for clarification of any components within this
solicitation. All bidders are required to attend. All written questions must be received by
Shay Baggett at sbaggett@townofwilliamston.com, no later than 5:00 p.m. EST on May 15,
2026. Questions may be submitted in writing by electronic mail only. Please do not call with
questions.
This is a construction renovation and repair contract issued pursuant to formal bidding
requirements. Therefore, all bids must be sealed in accordance with NCGS 143-129 and the
Town of Williamston's Purchasing Policy.
Responsiveness:
Firms shall respond to the entire Request for Proposals. A bid will be considered responsive
if it is received timely by the deadline, includes all required forms and documentation, and
conforms to the requirements of this solicitation. The Town reserves the right to reject any
non-responsive bid.
Any incomplete proposal may be eliminated from competition at the discretion of the Town
of Williamston. The Town reserves the right to reject any or all bids for any reason and to
waive any informality it deems in its best interest.
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Bids that arrive after the due date and time will not be accepted or considered for any
reason whatsoever. If the firm elects to mail in its response, the firm must allow sufficient
time to ensure the Town's proper receipt of the package by the time specified in the
Proposal Timeline (Section D). Regardless of the delivery method, it is the responsibility of
the firm to ensure that their bid arrives at the designated location specified in this Section
by the due date and time specified in the Proposal Timeline (Section D).
Responsibility of the Bidder:
The Town will determine bidder responsibility. In making this determination, the Town may
consider the following:
-Relevant experience with similar projects
-Contractor licensing and compliance history
-Ability to complete the project within the required timeframe
The Town reserves the right to request additional information and to reject any bidder
deemed not responsible.
E.1. Rights to Submitted Material and Confidential Information:
All bids and supporting materials, as well as correspondence relating to this
proposal, shall become the property of the Town. The content of all submittals
will be held confidential until the selection of the firm is made. Submissions will
be reviewed by the Evaluation Team, as well as other Town staff and members
of the general public who submit public record requests. Any proprietary data
must be clearly marked. In submitting, each Prospective Firm agrees that the
Town may reveal any trade secret materials contained in such response to all
Town staff and Town officials involved in the selection process and to any
outside consultant or other third party who serves on the Evaluation Team or
who is hired by the Town to assist in the selection process. The Town reserves
the right to retain all bids submitted and to use any ideas in a statement
regardless of whether that firm is selected. Submission of bids indicates
acceptance by the firm of the conditions contained in this Request for
Qualifications. All submissions are subject to the North Carolina Public Records
Law. The Town solely will determine what constitutes confidential information.
Bids marked entirely as "confidential", "proprietary", or "trade secret" will be
considered non-responsive and will be removed from the evaluation process.
E.2. MWBE Participation
SMALL AND/OR MINORITY FIRMS ARE ENCOURAGED TO SUBMIT BIDS. The
Town of Williamston prohibits discrimination in any manner against any person
based on actual or perceived age, race, color, creed, national origin, sex, mental
or physical disability, sexual orientation, gender identity or expression, familial
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or marital status, religion, economic status, or veteran status. The Town
maintains an affirmative policy of fostering, promoting, and conducting business
with women and minority owned business enterprises. Bidders must submit
MWBE participation documentation or demonstrate good faith efforts in
accordance with state guidelines.
E.3. Conflict of Interest
The following people or their immediate family members shall not have any
direct or indirect financial interest in any contract, subcontract, or the proceeds
thereof for work to be performed in connection with the grant during their
tenure or for one year thereafter: (1) employees or agents of the recipient who
exercise any function or responsibility for the project, and (2) officials of the
recipient including members of the governing body.
E.4. Lobbying
By responding to this solicitation, the firm certifies that is has not and will not
pay any person or firm to influence or attempt to influence an officer or
employee of the Town or the State of North Carolina, or any elected official in
connection with obtaining a contract as a result of this RFP.
E.5. Firm Acceptance
Submission of any qualifications indicates a Firm's acceptance of the conditions
contained in this solicitation. Furthermore, the Town of Williamston has the sole
discretion and reserves the right to cancel this RFP, and to reject any and all
bids, to waive any and all informalities and/or irregularities and reserves the
right to re-advertise this solicitation with either the identical or revised scope
and specifications if it is deemed to be in the best interests of the Town of
Williamston to do so. The Town reserves the right to accept or reject any or all
of the items in the stated qualifications, and to award the contract in whole or
in part and/or negotiate any or all items with individual Firms if it is deemed in
the best interest of the Town of Williamston to do so. Moreover, the Town
reserves the right to make no selection if subsequent negotiated prices are
deemed to be outside the fiscal constraint or not in the best interest of the
Town of Williamston.
E.6. State Contract Provisions
Any contract awarded as a result of this Request for Proposals shall include all
applicable federal and state contract provisions. These provisions include, but
are not limited to, access to records, termination for cause and convenience,
civil rights compliance, and environmental compliance requirements.
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E.7. Bid Requirements
Each bid must include:
-Sealed Envelope
-Completed Bid Form (Attachment B)
-Contractor license number
-Bid bond (5%) equal to five percent (5%) of the total bid is required
The selected contractor must provide either a 100% performance or 100%
payment bond.
-Acknowledgment of addenda (if applicable)
-Bid Document Checklist (Attachment E)
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Bids should include the following:
1. Sealed Envelope: All submissions must be mailed or hand-delivered to the attention
of Jackie Escobar by 5:00pm EST on May 21, 2026. All submissions must have in
their title line "RDED Building Renovation Bid - Do Not Open", remained sealed until
they are publicly opened May 22, 2026.
2. Project Experience and References: Include background information of the
contractor and provide detailed information regarding your experience with similar
projects, and note the total amount invoiced for the project, the length of the
project, and a list of those involved with the project who are proposed for the
subject project in the solicitation. Please include three (3) references and their
contact information. The evaluation team reserves the right to contact any or all
listed references, and to contact other public entities regarding past performance
on similar projects.
3. Proposed Work Timeline: Include the project's anticipated timeline for completion
of project. The project must be completed within 365 calendar days from Notice to
Proceed.
4. Copy of North Carolina General Contractor's License: Bidder MUST be licensed by
the State of North Carolina per Article 1 of Chapter 87 of the General Statute.
5. Submittal Documents:
a. Attachment B: Bid Form
b. Attachment C: Conflict of Interest Certification (Required before Award)
c. Attachment D: MWBE Participation form
d. Attachment E: Bid Document Checklist
PLEASE SEE ATTACHMENT E FOR A COMPREHENSIVE GUIDE ON WHAT TO TURN IN.
F. Bid Evaluation
Submissions will be unsealed on May 22, 2026, at Town Hall. Award will be delayed
pending verification of bidder's credentials, references, and review of the bids received.
Bids will be evaluated for responsiveness and responsibility.
The contract will be awarded to the lowest responsive, responsible bidder in accordance
with NCGS 143-129.
G. Conditions, Clarifications, and Reservations
- The Town expects to select one firm or individual but reserves the right to request
substitutions for sub-consultants.
- The building is historic in nature and may contain unforeseen and unknown conditions.
The contractor shall notify the Town of any such conditions prior to proceeding.
- The Town reserves the sole discretion and right to reject any and all responses received
with respect to the RFP and to cancel the solicitation process at any time prior to
entering into a formal agreement. The Town further reserves the right to request
additional information or clarification of information provided in any response. The
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Town also reserves the right, but is under no obligation, to waive technicalities and
informalities. The Town shall make the award as deemed in its best interest.
- A response to this proposal should not be construed as a contract, nor indicate a
commitment of any kind. The RFP does not commit the Town to pay for costs incurred in
the submission of a response to this solicitation or for any cost incurred prior to the
execution of a final contract. No recommendations or conclusions from this RFP process
concerning an individual shall constitute a right (property or otherwise) under the
Constitution of the United States or under the Constitution, case law or statutory law of
North Carolina. Neither binding contract, obligation to negotiate, nor any other
obligation shall be created on the part of the Town unless the Town and your firm
execute a contract.
- No contract may be awarded unless the contractor and the contractor's subcontractors
comply with the E-verify requirements of Article 2 of Chapter 64 of the General Statutes.
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RESTROOM UTILITY/BROOM CLOSET
MEETING SPACE KITCHEN
HALL
PROPOSED FLOOR PLAN
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