Winston Lake Golf Course Chemicals -Recreation Warehouse

INVITATION FOR BID
WINSTON LAKE GOLF COURSE
CHEMICALS
RECREATION WAREHOUSE
Bids will be opened at 10:00 a.m.
October 19th, 2026
SUITE 324, CITY HALL BUILDING
101 NORTH MAIN STREET
WINSTON-SALEM, NORTH CAROLINA
CITY/COUNTY PURCHASING DEPARTMENT
324 City Hall Building
Winston-Salem, NC 27101
IF2779 Chemicals

Notice to Bidders
It is the policy of the City of Winston-Salem that an employee, officer, or agent of the City may not
participate in any manner in the bidding, awarding, or administering of contracts in which they, or a
member of their immediate family, their business partner, or any organization in which they serve as an
officer, director, trustee, or employee, have a financial interest. The bidder certifies that the bid is made
in good faith and without collusion with any person bidding on this contract or with any officer or
employee of the City of Winston-Salem.
The successful bidder must comply with all provisions of the Americans with Disabilities Act (ADA)
and all rules and regulations promulgated thereunder. By submitting a bid, the successful bidder agrees
to indemnify the City from and against all claims, suits, damages, costs, losses, and expenses in any
manner arising out of, or connected with, the failure of the Company, its subcontractors, agents,
successors, assigns, officers, or employees to comply with the provisions of the ADA or the rules and
regulations promulgated thereunder. All bids must be firm and not subject to increase, unless specified
within the provisions of this Invitation for Bid (IFB) and mutually agreed upon by the City and the
proposer. No special inducements will be considered that are not a part of the original bidding document.
City Rights and Options
The City, at its sole discretion, reserves the following rights:
* To supplement, amend, substitute or otherwise modify this IFB at any time
* To cancel this IFB with or without the substitution of another IFB
* To take any action affecting this IFB, this IFB process, or the equipment subject to this IFB that
would be in the best interests of the City
* To issue additional requests for information
Public Records
Any material submitted in response to this IFB will become a "public record" once the bidder's
document(s) is opened and the bidder is determined to be a participant in the solicitation process and
shall be subject to public disclosure consistent with Chapter 132, North Carolina Statutes. Bidders must
claim any applicable exemptions to disclosure provided by law in their response to this IFB. Bidders
must identify materials to be protected and must state the reasons why such exclusion from public
disclosure is necessary and legal. The City reserves the right to make all final determination(s) of the
applicability of North Carolina General Statutes 132-1.2, Confidential Information.
Familiarity with Laws and Ordinances
The submission of a bid on the equipment/products requested herein shall be considered as a
representation that the bidder is familiar with all federal, state, and local laws, ordinances, rules and
regulations which affect those engaged or employed in the provision of such services, product or
equipment used in the provision of such, or which in any way affects the conduct of the provision of
such; and no plea of misunderstanding will be considered on account of ignorance thereof. If the bidder
discovers any provisions in the IFB documents that are contrary to or inconsistent with any law,
ordinance, or regulation, it shall be reported to the City in writing without delay.
Ethics Policy / Code of Conduct
The City of Winston-Salem has established guidelines for ethical standards of conduct for City
representatives and to provide guidance in determining what conduct is appropriate in particular cases.
City representatives should maintain high standards of personal integrity, truthfulness, honesty, and
fairness in carrying out public duties; avoid any improprieties in their roles as public servants including
the appearance of impropriety; and never use their position or power for improper personal gain. In
establishing an ethics policy, the City of Winston-Salem desires to protect the public against decisions
that are affected by undue influence, conflicts of interest, or any other violation of these policies as well
as promote and strengthen the confidence of the public in their governing body. For a complete review
of the City Policy click the following link.
http://www.cityofws.org/Home/Departments/Purchasing/Articles/Bids
IF2779 Chemicals

Equal Employment Opportunity / ADA
The Contractor shall not discriminate against any employee or applicant for employment because of
race, creed, color, religion, national origin, political affiliation, gender, age or disability. The contractor
shall comply with all applicable laws and regulations regarding the American with Disabilities Act
(www.ADA.gov) as amended from time to time and all rules and regulations promulgated thereunder
and other laws and regulations pertaining to equal employment. The Contractor hereby agrees to
indemnify the Owner from and against all claims, suits, damages, costs, losses and expenses in any
manner arising out of or connected with the failure of the contractor, its subcontractors, agents,
successors, assigns, officers or employees to comply with the provisions of the ADA or rules and
regulations promulgated thereunder. The Contractor agrees to act affirmatively in its employment and
promotion practices, and in the general treatment of its employees.
The bidder agrees that in carrying out this contract, compliance will be maintained with all applicable
federal, state, and local laws, specifically including, without limitations, the Occupational Safety and
Health Act of 1970 and Section 1324A, the Immigration Reform and Control Act. The undersigned
further agrees, in connection with the performance of this contract, not to discriminate against any
employee or applicant for employment because of race, religion, color, gender, age, handicap, political
affiliation or national origin
Stimulation of the Local Economy
In an effort to stimulate the local economy, foster development and promote efficiency in the
provision of city services and the completion of various city projects, the City of Winston-Salem has
undertaken an initiative to strongly encourage all parties contracting with the City of Winston-Salem to
evaluate their internal operations and hiring practices and, where appropriate, to initiate efforts to
stimulate the local economy by hiring applicants and contractors from the Winston-Salem/Forsyth
County Area. Such efforts to stimulate the local economy may be accomplished by posting job
vacancies with the North Carolina Employment Security Commission, the Piedmont Triad Regional
Council of Governments. Stimulation of the local economy requires a collaborative effort of both the
public and private sector. The city is committed to taking reasonable steps to achieve said goal.
Iran Divestment Act
Provider hereby certifies that it is not on the North Carolina State Treasurer's list of persons engaging
in business activities in Iran, prepared pursuant to NCGS G.S. 147-86.58, nor will Provider utilize on
this agreement any subcontractor on such list. This list, along with additional information about the
Iran Divestment Act, is available on the Treasurer's Office site: https://www.nctreasurer.com/inside-
thedepartment/OpenGovernment/Pages/Iran-Divestment-Act-Resources.aspx.
Divestment from Companies that Boycott Israel
Contractor hereby certifies that it is not on the North Carolina State Treasurer's list of companies
engaged in a boycott of Israel in violation of NCGS 147-86.80 et. seq. and that it will not utilize on this
agreement any subcontractor on said list."
The City reserves the right to hold bids open for a period of sixty days (60) days after due date before
making awards.
Bidders are expected to submit a formal bid that shall include delivery commitments that meet the
requirements of this IFB in the format and manner specified herein.
IF2779 Chemicals

Nondiscrimination Ordinance
As a condition of entering into this contact, the Contractor represents and warrants that it will fully
comply with the City's Non-Discrimination Policy, as set forth in Chapter 2, Section 2-8 Entitled "Policy
of Nondiscrimination" of the Winston-Salem City Code. As part of such compliance, the Contractor
shall not discriminate on the basis of race, ethnicity, color, creed, religion, sex, sexual orientation, gender
identity, gender expression, pregnancy, veteran status, disability, age, marital status, familial status,
protected hairstyle, political affiliation or national origin in the screening of applicants, the hiring and
treatment of its employees, the provision of the goods and/or services set forth herein, or the solicitation,
selection, hiring, or treatment of its subcontractors, vendors or suppliers, (hereinafter collectively
"subcontractors"), if any, in connection with this contract or the contract solicitation process if
applicable, nor shall the Contractor retaliate against any person or entity for reporting instances of such
discrimination. The Contractor shall enact employment policies consistent with this obligation to refrain
from such discrimination and shall provide evidence of such to the City within 90 calendar days of the
first receipt of City funds. The Contractor shall provide equal opportunity for subcontractors to
participate in all of its subcontracting and supply opportunities, if any, under this contract, provided that
nothing contained in this clause shall prohibit or limit otherwise lawful efforts to remedy the effects of
marketplace discrimination that has occurred or is occurring in the marketplace. The Contractor
understands and agrees that a violation of this clause shall be considered a material breach of this contract
and may result in termination of this contract, disqualification of the Contractor from participating in
future City contracts pursuant to Winston-Salem City Code Section 2-3 or other sanctions. Furthermore,
as a condition of entering into this contract, the Contractor agrees to: (a) promptly provide to the City in
a format specified by the City all information and documentation that may be requested by the City from
time to time regarding the screening of applicants, the hiring and treatment of its employees particularly
if City funds were used in connection with hiring and compensation process, and the solicitation,
selection, treatment and payment of subcontractors, if any, in connection with this Agreement; and (b)
if requested, provide to the City within sixty days after the request a truthful and complete list of the
names of all subcontractors that the Grantee has used under this contract, including the total dollar
amount paid by the Contractor on each subcontract or supply contract. The Contractor further agrees to
fully cooperate in any investigation conducted by the City pursuant to the City's Nondiscrimination
Policy, to provide any documents, relevant to such investigation, that are requested by the City. The
Contractor agrees to provide to the City from time to time on the City's request, payment affidavits
detailing the amounts paid by the Contractor to subcontractors and suppliers in connection with this
contract within a certain period of time. Such affidavits shall be in the format specified by the City from
time to time. Nothing in this contract shall infringe upon any rights afforded to the Contractor by state or
federal law.
Public Health & Safety
To protect public health, including the health of city employees, and to slow the rate of transmission of COVID-
19, all vendors, contractors and service providers, including their employees, officers, agents and
subcontractors, conducting business with the City of Winston-Salem (collectively hereinafter "City
Contractors") must align their operations, employment and safety practices with the guidance and
recommendations of the CDC and OSHA relating to COVID-19 and the executive orders issued by the
Governor of North Carolina , until further notice. All City Contractors must implement, adhere to, and enforce
measures that require, amongst other things, frequent hand washing, the use of hand sanitizer, social distancing
and the wearing of contractor-provided PPE including, but not limited to, face masks and gloves, recommended
by the CDC, OSHA, the State of North Carolina or the City of Winston-Salem, by all of their employees and
subcontractors accessing city owned or leased property. Until further notice, all City Contractors must refrain
from accessing city owned or leased property without the aforementioned PPE and must refrain from accessing
city owned or leased property if exhibiting any symptoms associated with COVID-19. Failure to adhere to the
requirements set forth herein may result in the removal of a City Contractor from city owned or leased property
and the City's exercise of the appropriate contract suspension or termination provisions.
IF2779 Chemicals

SPECIAL TERMS AND CONDITIONS
DETAILED SPECIFICATIONS: Detailed specifications for the equipment/item(s)/product is
included with the bid request. Bids to be submitted in accordance with specifications and these
Special Terms and Conditions, both of which require doing all that is necessary, proper, or
incidental to the furnishing of the equipment/item(s)/product identified herein. All things not
expressly stated in the specifications or Special Terms and Conditions but involved in carrying
them out must be included in proposal as though they were specifically stated.
NOTICE TO BIDDERS: All bids are subject to the provisions of the instructions to Bidders, special
terms and conditions specific to this Invitation for Bids, the specifications, and General Contract
Terms and Conditions. The City of Winston-Salem objects to and will not evaluate or consider
any additional terms and conditions submitted with a bidder response. This applies to any
response appearing in or attached to the document as part of the bidder's response. DO NOT
ATTACH ANY ADDITIONAL TERMS AND CONDITIONS. By execution and delivery of a
proposal, the bidder agrees that any additional terms and conditions, whether submitted purposely
or inadvertently, shall have no force or effect. It shall be the bidder's responsibility to read this
entire document, review all enclosures and attachments, and comply with all requirements
specified herein.
EXCEPTIONS TO SPECIFICATIONS AND APPROVAL OF ALTERNATES:
In all cases equipment/item(s)/product must be furnished as requested, and where brand
names are used, consider the term "or equal" to follow. However, written approval for any
proposed substitution or change in specifications must be obtained by bidder prior to the
close of bids. Specifications not subject to substitution or change shall be indicated as "NO
EXCEPTIONS".
All design, materials, and workmanship shall in every respect be in accordance with the best
current practices in the industry. Minor deviations from the provisions of these specifications
may be considered to permit manufacturers to follow their standard manufacturing processes;
however, all proposed minor deviations must be explained in detail and MUST be submitted in
writing to Purchasing within the exception process time frame identified herein or they WILL
NOT be considered. Prospective bidders may make appointments to discuss these specifications,
but written requests for consideration must be submitted.
Requests for approved equals or changes in specifications, and/or protests of specifications
must be received by the City of Winston-Salem in writing.
Any request for an approved equal, change in specification or protest of specifications must
be fully supported with technical data, test results, or other pertinent information and
evidence that the substitute offered is equal to, or better than, the specification requirement.
In the event that clarifications or changes to bid specifications are necessary or if a proposed
substitution is approved during the exception process, changes will be made by written
addendum. The City of Winston-Salem will, if necessary, postpone the scheduled opening of
bids so as to provide at least seven (7) days between the mailing of the amended bid and the
revised bid opening date. All addenda must be signed and returned with the final bid.
IF2779 Chemicals

Bidder's failure to request exceptions to specifications or approved equals as stated above will
be interpreted as the bidders' intent to comply fully with the requirements as written. Conditional
or qualified bids shall be subject to rejection in whole or in part. The City of Winston-Salem
reserves the right to postpone bid openings for its own convenience.
NONCONFORMING TERMS AND CONDITIONS: A bid response that includes terms and
conditions that do not conform to the terms and conditions in this bid document is subject to
rejection as nonresponsive. The City of Winston-Salem reserves the right to permit the
bidder/vendor to withdraw nonconforming terms and conditions from its bid response prior to a
determination by the City of Winston-Salem of non-responsiveness.
COMPLIANCE WITH RULES AND REGULATIONS (where it applies): The
equipment/item(s)/product furnished must comply with all applicable provisions of the
Occupational Safety and Health Act (OSHA), the American National Standard Institute (ANSI).
GENERAL REQUIREMENTS: The equipment/item(s)/product furnished shall be new and unused
and the manufacturer's latest listed and published stock model, or models which meet all the
applicable requirements of these specifications. Specifications may require that certain
accessories be provided.
BIDDERS SUBMITTALS (where it applies): Bidder must furnish all information requested herein
including descriptive literature and/or complete specifications covering the products offered.
Reference to literature submitted with a previous bid will not satisfy this provision. Bids which
do not comply with these requirements will be subject to rejection. All documents submitted
should bear the name of the bidder.
EXPENSES INCURRED IN PREPARING BID: The City of Winston-Salem accepts no
responsibility for any expense incurred by the bidder in the preparation and presentation of a bid.
Such expenses shall be borne exclusively by the bidder.
CONTRACT/AWARD: Pursuant to the laws governing public contracts in North Carolina, the
successful bidder's/vendor's response to this Invitation for Bids and Proposals and any addenda
thereto, plus the City's issuance of a City of Winston-Salem Purchase Order for the proposed
goods/products and/or services shall constitute a binding contract.
PURCHASE OF ADDITIONAL ITEMS (does not apply): Subject to the successful bidder's
acceptance, the City reserves the option to purchase additional product as specified herein at the
price bid and awarded in this Invitation for Bids and Proposals within 12 months from original
purchase order date. This bid may also be utilized by other entities per NCGS to piggyback at
the sole discretion of the vendor.
INDEMNIFICATION: The bidder/vendor covenants to save, defend, keep harmless, and indemnify
the City of Winston-Salem and all of its officers, departments, agencies, agents, and employees
from and against all claims, loss, damage, injury, fines, penalties and cost - including court
costs and attorney's fees, charges, liability, and exposure, however, caused resulting from,
arising out of, or in any way connected with the bidder's/vendor's negligent performance or
nonperformance of the terms of the contract.
VENDOR SUPPORT/SERVICE AND PARTS (where it applies): The vendor and/or manufacturer
bidding on these specifications must describe in writing to be submitted with their bid, its ability
to provide repair parts and technical service in the form of a service representative, including the
maximum time from receipt of notice to arrival of parts or the service representative.
IF2779 Chemicals

The manufacturer, whether they are the vendor or not must be satisfactory to the City of Winston-Salem
from the standpoint of experience, reliability, and demonstrated ability to manufacture
equipment/items comparable as to size and type as that required by the specifications and shall
have manufactured and sold equipment/items of the size and type specified which has operated
satisfactorily in the field for a minimum of one year. The City of Winston-Salem reserves the
right to reject bids from vendors that have failed to perform satisfactory under previous contracts
with the City of Winston-Salem and/or vendors that cannot produce satisfactory evidence that
they can furnish promptly all spare parts needed for ordinary service and repair of the
equipment/items herein specified.
INSPECTION, TRAINING, PERFORMANCE TEST AND ACCEPTANCE(where it applies):
a. Upon delivery the equipment/items/product will be subject to inspection to verify
conformance with specifications by the staff.
b. Upon completion of the initial inspection and prior to performance testing by the City,
the vendor will be required to conduct on-site technical training of City personnel in
operation and maintenance procedures. Vendor should note that the specification requires
training at no additional cost to the City.
c. Upon completion of on-site training the equipment may be required to undergo on route
testing prior to acceptance. Performance testing will be performed by City personnel
during regular scheduled work days.
d. Any defects or failure to perform or comply with any requirements of the City
specifications must be immediately remedied by the vendor at the vendor's own expense
prior to acceptance by the City.
WARRANTY (where it applies): Bidder to include the warranty provisions as outlined in bid
specifications.
TAX EXEMPTIONS: The City of Winston-Salem is exempt from Federal Excise Tax but not from
State and Local Sales Tax. Sales tax should not be included in bid prices but may be added as
separate items.
IF2779 Chemicals

INDEMNIFICATION: The successful bidder/vendor agrees to indemnify and hold harmless the City
of Winston-Salem against any and all claims or causes of action for property damage or personal
injury arising out of or relating to the negligence of the successful bidder/vendor, its officers,
employees or agents during the test period prior to acceptance by the City of Winston-Salem.
DELIVERY: Delivery shall be made FOB
EVALUATION AND SELECTION OF BIDS: The evaluation of vendor bids shall center on the match
between the stated specifications and other requirements included in the final bid request and the
vendor's proposal including selection of the lowest responsible bidder, with consideration of past
performance, service record, and reliability. The statutory provisions controlling purchasing by
local governments in N. C. (GS 143) includes selection standards for use in making of awards. The
provision reads, "All contracts shall be awarded to the lowest responsible, responsive bidder,
taking into consideration quality, performance, and the time specified in the bids for the
performance of the contract". The City of Winston-Salem reserves the right to accept or reject any
or all bids and proposals and further specifically reserves the right to make the award or awards in
the best interest of the City of Winston-Salem.
All bids shall be made firm for no less than sixty (60) days.
All bids must be received not later than October 19th, 2026 at 10:00 a.m.
IF2779 Chemicals

Proposal Form
Chemicals - Winston-Lake Golf Course
Submit proposals to the following location:
US Postal Service address: or Hand-delivery or FedEx address:
City/County Purchasing Department City/County Purchasing Department
Post Office Box 2511 101 N. Main Street, 324 City Hall
Winston-Salem, North Carolina 27102 Winston-Salem, North Carolina 27101
Per email to: tawannag@cityofws.org
BIDDERS: The City of Winston-Salem is seeking bids for Chemicals -Winston Lake Golf Course
per specifications included in this document.
For any questions or comments regarding this bid please contact TaWanna A. Gates 336-747-6938
tawannag@cityofws.org cc: patrickc@cityofws.org
IF2779 Chemicals

Item #1
Qty
18 Jugs 2.5 gal. jugs - Sugar Cal
Per jug $ Total for 18 jugs ________________________
Item #2
Qty
18 Jugs 2.5 gal. jug - Adam's Earth
Per jug $ Total for 18 jugs
Item #3
Qty
14 Jugs 2.5 gal. jug- 0-0-29 Infiltrate-K, Green T
Per jug $ Total for 14 jugs $
Item #4
Qty
16 Jugs 2.5 gal. jug - Kelplant
Per jug $ Total for 16 jugs $
IF2779 Chemicals