D13POC.012.39063 Snow & Ice Removal Along Various Interstate, Primary, and Secondary Routes in Burke County

STATE OF NORTH CAROLINA
DEPARTMENT OF TRANSPORTATION
JOSH STEIN DANIEL H JOHNSON
GOVERNOR SECRETARY
September 3, 2026
Subject: D13POC.059.061.39061 and D13POC.012.39063 - Pre Bid Meeting Minutes
County: Burke, McDowell Mitchell
Project Description: Snow and Ice removal on various interstate, primary and secondary routes in Buke,
McDowell and Mitchell counties
The meeting was started by Jonathan (Chad) Young - District Engineer. All attendees were instructed to
provide their company names and contact information on the sign-in sheet to be eligible to bid.
Chad Young went over the contract specifics for both contracts. The contract times run parallel for both
contracts from Oct 1, 2026 to September 30, 2027 with yearly renewal and work order assignments.
The Contractor's were informed that there is no Bonding requirement unless the underlying work
order exceeds total sum of $450,000.00.
The Contractor's were informed that there is no Mobilization item as it will be incidental to the
other bid items for these contracts. The Contractors will be provided a Work Order Assignment for
each project with locations, estimated quantities, and liquidated damages.
The Contractor were notified about the Emergency Mobilization item which will be paid at the
contract unit price per each event.
The renewal of the yearly contract will be made in writing 60 days prior to the end of the contract
period. The contractors were informed that if the Contractor's performance become unsatisfactory
as determined by the Engineer due to failure of equipment, failure to appear, failure to provide
qualified operators or any such circumstances may result in contract termination and recoupment
of (50) percent of the total amount of the Outfitting fee paid to date.
The Contractor's were informed about the prosecution of work and $120.00/calendar day liquidated
damages. The Contractors were urged to reach out ahead of time in case there is some delays.
The Contractor's inquired about dry run and payment for training both of which gets paid at contract
price.
The Contractor's asked to obtain and provide certificate of insurance as per 2024 DOT STD Spec.
Chad Loftis (Division Contracts Engineer) explained the requirement for insurance coverage as per
DOT STD Spec.
Mailing Address: Telephone: (828) 250-3000 Location:
NC DEPARTMENT OF TRANSPORTATION Fax: (828) 251-6394 55 ORANGE STREET
DIVISION THIRTEEN Customer Service: 1-877-368-4968 ASHEVILLE, NC 28801-2340
55 ORANGE STREET
ASHEVILLE, NC 28801-2340
Website: www.ncdot.gov

2
The following questions were asked before the meeting was adjourned. Answers are in blue text.
Question: Can the contractor provide more than 8 drivers per shift to cover any deficiencies?
Answer: Up to 8 active drivers will be paid in a 24 hour time frame. Drivers on standby will not
be paid.
Question: Can hydraulics be powered by an external onboard motor?
Answer: As long as hydraulic systems are performing as required by the contract, they can be
powered by whatever means.
Sincerely,
Chad Loftis
Division Contracts Engineer
cc: Tim Anderson, P.E., Division Engineer
Chris Deyton, P.E., Deputy Division Engineer
Scott Killough, Division Maintenance Engineer
Anna Henderson, P.E., Assistant Division Maintenance Engineer
Steve Cannon, P.E., Division Project Development Engineer
Gabriel Johnson, P.E., Division Project Manager
Chad Young., District 1 Engineer
James Hoadley, McDowell County Maintenance Engineer
Attached: Sign-In Sheet

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P-RE~BID SIGN-IN SHEET-
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Contract: D13POC.012.39063/D13POC.059.061.39061 Let Date: 9/16/2026 Meeting Date: 9/3/2026
Description: Snow & Ice Removal Along Various Interstate, Primary, and Secondary Routes. Place/Room: McDowell County Maintenance Yard, 3931 NC 226S
Manon, NC 281"57
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