Town Hall Second Floor Furniture

Town of Harrisburg, North Carolina | Town Hall Second-Floor Furniture
INVITATION FOR BIDS
TOWN HALL SECOND-FLOOR FURNITURE,
DELIVERY, INSTALLATION, AND EXISTING CUBICLE
RELOCATION
Owner Town of Harrisburg, North Carolina
Bid Number IFB 2026-THF-01
Issue Date July 28, 2026
Questions Due Tuesday, August 11, 2026, by 5:00 p.m. Eastern Time
Sealed Bids Due Thursday, August 20, 2026, at 10:00 a.m. Eastern Time
Public Bid Opening Thursday, August 20, 2026, at 10:00 a.m. Eastern Time
Final Completion January 15, 2027
SEALED BID - DO NOT OPEN BEFORE THE STATED BID OPENING
This solicitation is for a fixed-price public purchase of commercial office furniture and related installation services.
Invitation for Bids | August 2026

Town of Harrisburg, North Carolina | Town Hall Second-Floor Furniture
Table of Contents
Section Title
1. Invitation for Bids
2. Procurement Schedule and Contacts
3. Instructions to Bidders
4. Evaluation and Award
5. Scope of Work
6. Technical and Performance Specifications
7. Delivery, Installation, Coordination, and Acceptance
8. Contract Terms and Conditions
9. Bid Submittal Checklist
10. Bid Form and Price Schedule
11. Bidder Responsibility, References, and Certifications
12. Sample Agreement and Preaudit Certificate
Attachment A Final Furniture Layout dated May 11, 2026 (separate file)
Invitation for Bids | August 2026

Town of Harrisburg, North Carolina | Town Hall Second-Floor Furniture
1. Invitation for Bids
The Town of Harrisburg, North Carolina (the "Town") invites sealed bids from qualified commercial furniture dealers and
installers to furnish, deliver, assemble, install, and warrant a complete furniture package for the renovated second floor of
Harrisburg Town Hall. The work also includes the disassembly, relocation, reconfiguration, and reinstallation of seven
existing cubicles located within Town Hall.
Project location: Harrisburg Town Hall, 4100 Main Street, Harrisburg, North Carolina 28075.
Required completion: All furniture must be delivered, installed, inspected, corrected, and accepted no later than January
15, 2027.
Award basis: The Town intends to make one all-or-none award to the lowest responsive, responsible bidder based on
the total evaluated bid, subject to the Town's rights stated in this solicitation.
Submission of Sealed Bids
Bids must be received by the Town no later than 10:00 a.m. Eastern Time on Thursday, August 20, 2026. Late bids will
not be accepted or considered.
Brian Lee, Assistant Town Manager/Finance Director
Town of Harrisburg
Mail or hand-deliver to
4100 Main Street, Suite 101
Harrisburg, North Carolina 28075
The sealed package must be clearly marked:
SEALED BID - TOWN HALL SECOND-FLOOR FURNITURE
IFB 2026-THF-01
DO NOT OPEN BEFORE 10:00 A.M., AUGUST 20, 2026
[BIDDER NAME AND RETURN ADDRESS]
Public Bid Opening
Bids will be publicly opened and read aloud at 10:00 a.m. Eastern Time on Thursday, August 20, 2026, at Harrisburg
Town Hall, 4100 Main Street, Harrisburg, North Carolina. The Town will identify the specific opening room in the public
advertisement and on the Town's bid webpage.
Reservation of Rights
The Town reserves the right to reject any or all bids; waive minor informalities or irregularities when legally permissible;
request clarification without permitting a bidder to alter its price or material terms; verify bidder responsibility; reduce
quantities or delete identified items before award; and award the contract in the Town's best lawful interest. The Town will
not be responsible for bid-preparation costs.
2. Procurement Schedule and Contacts
Milestone Date / Time
Solicitation issued and advertised July 28, 2026
Last day to request a site visit Friday, August 7, 2026
Written questions and substitution requests due Tuesday, August 11, 2026, by 5:00 p.m. Eastern Time
Final addendum, if any No later than Thursday, August 13, 2026
Sealed bids due and public opening Thursday, August 20, 2026, at 10:00 a.m. Eastern Time
Anticipated Council award First available meeting after bid evaluation
Following contract execution, preaudit certification, and purchase
Anticipated notice to proceed
order
Final completion January 15, 2027
Official Contact
Project and technical questions: Jonathan Young, Public Works Director, jyoung@harrisburgnc.gov.
Invitation for Bids | August 2026

Town of Harrisburg, North Carolina | Town Hall Second-Floor Furniture
Bid delivery and procurement administration: Brian Lee, Assistant Town Manager/Finance Director, Town of
Harrisburg.
Only written interpretations issued by the Town through an addendum are binding. Bidders may not rely on oral
statements by Town employees, the design vendor, contractors, consultants, or other persons.
Site Visits
There is no mandatory pre-bid conference. Bidders are strongly encouraged to inspect the second-floor installation area,
elevator and loading access, and the existing cubicles to be relocated. Site visits must be scheduled through the official
contact and completed no later than August 7, 2026. Failure to inspect the site does not relieve the successful bidder
from its obligation to complete the work for the bid price.
Invitation for Bids | August 2026

Town of Harrisburg, North Carolina | Town Hall Second-Floor Furniture
3. Instructions to Bidders
3.1 Procurement Method
This is a formal sealed bid for the purchase of apparatus, supplies, materials, and equipment under North Carolina law
and the Town's purchasing policy. Bids must be firm, fixed-price offers. Cost-plus-percentage-of-cost pricing is prohibited.
3.2 Bid Documents
This Invitation for Bids, including the bid form, specifications, certifications, and sample agreement.
Attachment A: Proposed Second Floor Plan
All written addenda issued by the Town.
The successful bidder's accepted product schedule, approved shop drawings, approved finish samples, and accepted
delivery schedule.
3.3 Order of Precedence
In the event of a conflict, the following order controls: (1) addenda; (2) executed agreement and preaudit certificate; (3)
technical specifications; (4) bid form and price schedule; (5) final furniture layout; (6) presentation and renderings; (7)
accepted bidder submittals. Written dimensions and specifications control over scaled dimensions or visual renderings.
3.4 Questions and Addenda
Questions and requests for interpretation must be submitted by email to the official contact by the deadline in Section 2.
The Town may issue addenda to all known planholders and post them with the solicitation. Each bidder is responsible for
confirming receipt of all addenda and acknowledging them on the bid form.
3.5 Product Substitutions and Approved Equals
Manufacturer names, product series, model names, colors, and finishes are used as a basis of design unless the
specification expressly states that compatibility with existing Town furniture requires a specific product. Equivalent
products may be offered only in accordance with this section.
Substitution requests must be received by the written-question deadline.
Each request must identify the bid item, proposed manufacturer and model, dimensions, materials, construction, testing
standards, warranty, finishes, lead time, and all deviations from the basis of design.
The request must include product data, photographs, finish information, and evidence that the product equals or exceeds
the specified function, durability, appearance, ergonomics, and warranty.
For components connecting to existing cubicles, the bidder must document full physical, electrical, structural, and warranty
compatibility without field modification or added Town cost.
A proposed equal is approved only if identified in a written addendum. Oral approval is ineffective.
A bidder offering an unapproved substitute assumes the risk that the bid will be found nonresponsive.
3.6 Bid Preparation and Submission
Use the Town's bid form and price schedule. Supplemental schedules may be attached but may not replace the required
forms.
Enter a unit price and extended price for every item. Include freight, delivery, assembly, installation, coordination,
supervision, equipment, tools, travel, waste removal, and all other costs except sales tax, which must be shown separately.
Identify the manufacturer and model proposed for every line item, including the basis-of-design product.
State all exceptions or deviations in the designated form. Silence means full compliance.
Sign the bid in ink or by an authorized secure electronic signature printed in the sealed bid package.
Submit one original and one copy of the bid, together with one electronic copy on a USB drive. A missing USB copy will not
by itself render an otherwise responsive bid nonresponsive.
Bids must remain valid for 90 calendar days after opening.
3.7 No Bid Security or Construction Bonds
No bid bond, bid deposit, performance bond, or payment bond is required for this furniture purchase. The successful
bidder must provide the insurance, warranties, and other contract security stated in the agreement.
3.8 Withdrawal and Correction
A bid may be withdrawn before the opening deadline by written request from an authorized representative. After opening,
withdrawal is permitted only as allowed by North Carolina law. In the event of an arithmetic discrepancy, the unit price
controls over the extended price, and the sum of corrected line-item extensions controls over the stated total.
Invitation for Bids | August 2026

Town of Harrisburg, North Carolina | Town Hall Second-Floor Furniture
3.9 Public Records
Bid documents become public records as provided by North Carolina law. A bidder should not mark the entire bid
confidential. Any claimed trade secret must be specifically identified and supported by the legal basis for withholding it.
4. Evaluation and Award
4.1 Responsiveness
A responsive bid materially complies with the solicitation, provides pricing for the required scope, acknowledges addenda,
is signed by an authorized representative, and does not contain material qualifications inconsistent with the Town's
requirements.
4.2 Responsibility
The Town may consider the following in determining whether a bidder is responsible:
Experience with comparable commercial, governmental, educational, or institutional furniture installations.
Authorized-dealer status and manufacturer support.
Financial, staffing, warehousing, delivery, and installation capacity.
Ability to meet the required completion date.
Quality, durability, warranty, parts availability, and service response.
Past performance, references, claims, defaults, and corrective-work history.
Compliance with applicable licensing, insurance, E-Verify, debarment, and legal requirements.
4.3 Award Basis
The Town intends to award one contract to the lowest responsive, responsible bidder based on the Total Evaluated Bid,
including separately stated sales tax. The Town may reject a lower-priced product that does not meet the specifications or
may determine that a bidder is not responsible based on documented, relevant information.
4.4 Quantity Adjustments
Before award, the Town may delete line items or reduce quantities to remain within available funding, provided the
change does not alter the fundamental nature of the procurement. Unit prices must remain firm for such adjustments.
Increases after award require a written amendment and are subject to available appropriations and applicable purchasing
law.
4.5 Council Approval and Contract Formation
Award is subject to approval by the Harrisburg Town Council, execution of the Town's agreement, completion of the
statutory preaudit certification, issuance of a purchase order, and issuance of a written notice to proceed. No bidder may
rely on a notice of intent to award as authorization to order, fabricate, deliver, or install furniture. The successful bidder
must execute the Town's agreement and deliver all required insurance certificates within ten (10) business days after
written notice of award. Failure to do so may result in forfeiture of the award and re-award to the next lowest responsive,
responsible bidder.
Invitation for Bids | August 2026

Town of Harrisburg, North Carolina | Town Hall Second-Floor Furniture
5. Scope of Work
The contractor shall obtain all permits required by law for the performance of the work. The cost of permits shall be
included in the bid price. The Town will not charge permit fees for permits issued by the Town.
The successful bidder shall provide all project management, field verification, product, labor, supervision,
transportation, equipment, assembly, installation, coordination, protection, cleanup, documentation, warranty
service, and incidental work required for a complete, functional, and accepted furniture installation.
Project management and field verification
Verify room dimensions, access routes, elevator capacity, door clearances, wall conditions, and furniture fit before
production.
Reconcile the bid quantities and layouts and promptly report conflicts before ordering.
Provide one accountable project manager authorized to coordinate schedule, submittals, delivery, installation, and warranty
matters.
New furniture
Furnish all items listed in the price schedule, in approved finishes and configurations.
Provide all hardware, connectors, supports, locks, keys, glides, leveling devices, trim, fasteners, and accessories required
for complete use.
Existing cubicle relocation
Inventory, label, photograph, disassemble, protect, move, reconfigure, and reinstall seven existing cubicles.
Replace lost or damaged connectors and minor hardware as required for a complete reinstallation.
Coordinate electrical and data disconnection and reconnection as assigned in Section 7.
Powered workstations
Provide all factory furniture power-distribution components, base feeds, receptacles, connectors, raceways, and accessories
shown or required by the approved workstation design.
Coordinate final building electrical connections with the Town's electrical contractor.
Shop drawings and samples
Provide coordinated room-by-room shop drawings, product schedule, power plan, finish schedule, and samples before
production.
Do not order or fabricate until the Town has approved the required submittals.
Delivery and installation
Deliver, unload, stage, assemble, level, anchor where required, place, clean, and make ready for use.
Protect the renovated building and repair damage caused by the contractor.
Remove all packaging, pallets, waste, and installation debris daily.
Closeout and warranty
Complete punch-list corrections, provide final product and warranty records, deliver keys and touch-up materials, and train
designated Town staff on adjustments and maintenance.
Provide warranty response and replacement service as stated in the agreement.
6. Technical and Performance Specifications
6.1 General Product Requirements
All products must be new, unused, current-production, commercial/institutional grade, and free from defects.
Products must be suitable for continuous use in a municipal office environment and supported by replacement parts.
Discontinued, closeout, refurbished, remanufactured, or showroom products are not permitted unless specifically approved
by addendum.
Visible components within the same furniture family must have consistent finish, grain direction, color, sheen, hardware, and
construction.
Dimensions are nominal unless a maximum or minimum is stated. Products must fit the approved layout and preserve
required accessible routes, door swings, and circulation.
Invitation for Bids | August 2026

Town of Harrisburg, North Carolina | Town Hall Second-Floor Furniture
Furniture must comply with applicable ANSI/BIFMA standards for the product category. Electrical furniture components must
be listed or labeled by a nationally recognized testing laboratory.
Upholstered products must comply with applicable commercial flammability requirements and must use contract-grade fabric
or vinyl suitable for high-use public facilities.
Products with environmental or indoor-air-quality certifications should identify those certifications in the bid.
6.2 Basis-of-Design Finishes
Component Basis of Design Requirement
Match approved sample and presentation
Casegoods laminate Coastal Gray
appearance.
Workstation laminate Absolute Acajou Match existing/design system as approved.
Workstation fabric Simplicity Gray Blue Tackable/acoustical contract-grade fabric.
Workstation trim/paint Medium tone Coordinate with approved workstation finish.
Contract-grade upholstery matching approved
Lounge upholstery Phantom
sample.
Commercial laminate or veneer appearance
Lounge tables Walnut
as approved.
Durable commercial powder-coat or plated
Metal bases/frames Silver, chrome, or black as specified
finish.
6.3 Minimum Warranty
Unless a longer manufacturer warranty applies, the contractor shall provide a minimum one-year labor and installation
warranty beginning at final acceptance. The bidder must identify manufacturer warranties for each product category.
Warranty service must include labor, travel, freight, removal, repair, and replacement at no additional Town cost.
6.4 Product Schedule
The price schedule in Section 10 establishes the required quantities and general descriptions. Named products are basis-
of-design references and are subject to the approved-equal process. The final layout and presentation are incorporated to
show intended location, configuration, and appearance.
7. Delivery, Installation, Coordination, and Acceptance
7.1 Schedule
Within 10 calendar days after notice to proceed, submit a detailed schedule showing field verification, submittals, approvals,
ordering, manufacturing, delivery, installation, punch list, and final completion.
Immediately disclose any product lead time that threatens the January 15, 2027 completion date.
No substitutions caused by late ordering, dealer allocation, or foreseeable supply conditions will be approved unless the
Town determines the replacement is equal or better and there is no added cost.
Provide at least three business days' written notice before each delivery or installation activity.
7.2 Building Access and Protection
Use the Town-approved loading area, interior route, and elevator. Do not use stairs for routine furniture delivery unless
approved.
Protect floors, walls, doors, elevators, ceilings, fixtures, and completed finishes.
Maintain safe public and employee access and comply with Town security requirements.
Repair damage to the Town's satisfaction at the contractor's expense.
The Town will provide the installation areas substantially clear of Town personal property; the contractor remains
responsible for furniture staging and protection.
7.3 Electrical and Data Coordination
The furniture contractor shall furnish and install all factory furniture power-distribution components shown or required for
complete powered workstations. Permanent building wiring, branch circuits, and final connection to furniture base feeds
will be performed by the Town's electrical contractor unless changed by addendum. Data cabling and terminations are
excluded unless expressly added. The furniture contractor must coordinate exact feed locations, connection
requirements, and installation sequencing.
Invitation for Bids | August 2026

Town of Harrisburg, North Carolina | Town Hall Second-Floor Furniture
7.4 Acceptance
The Town will inspect delivered and installed products for conformance, damage, fit, operation, finish, and completeness.
The contractor shall correct punch-list items within 10 calendar days unless the Town approves another period for
manufacturer replacement.
Damaged, defective, mismatched, unstable, incomplete, or nonconforming products may be rejected and must be repaired
or replaced at no cost.
Final acceptance occurs only after all punch-list work, closeout documents, keys, warranties, and required training are
complete.
Payment or use of furniture does not waive latent defects or warranty rights.
Invitation for Bids | August 2026

Town of Harrisburg, North Carolina | Town Hall Second-Floor Furniture
8. Contract Terms and Conditions
8.1 Contract Price
The contract price is fixed and includes all costs necessary to perform the work, except sales tax separately stated on the
bid form. No fuel, freight, handling, escalation, delivery, assembly, installation, or similar surcharge may be added after
award.
8.2 Taxes
The Town is not exempt from North Carolina sales and use tax. The bidder shall show applicable sales tax separately.
Invoices must itemize tax as required by law.
8.3 Payment
No advance payment or deposit will be made. The contractor may invoice for products delivered, installed, and accepted
by an approved phase. The Town will retain ten percent (10%) of each approved progress invoice until final acceptance.
The Town will pay the undisputed balance of approved invoices within 30 days after receipt. Retainage will be released
within 30 days after final acceptance and completion of all punch-list corrections, closeout documents, keys, warranties,
and required training. Final payment is not due until final acceptance and completion of all closeout requirements.
8.4 Title and Risk of Loss
Title and risk of loss remain with the contractor until the furniture is delivered, installed, and accepted by the Town. The
contractor is responsible for loss or damage during transportation, staging, storage, and installation.
8.5 Changes
Only a written amendment or change order signed by authorized Town and contractor representatives and carrying the
required preaudit certification may change the scope, quantities, price, or time. Vendor quotations, acknowledgments,
invoices, click-through terms, and other forms do not modify the Town's contract.
8.6 Warranty and Correction
The contractor shall promptly correct nonconforming work and administer manufacturer warranty claims. If the contractor
fails to act, the Town may obtain substitute performance and recover reasonable costs.
8.7 Termination for Cause
The Town may terminate for material breach after written notice and a reasonable opportunity to cure, except no cure
period is required for abandonment, fraud, safety threats, or other circumstances requiring immediate action.
8.8 Termination for Convenience
The Town may terminate all or part of the contract for convenience. The contractor will be paid for conforming goods and
services accepted before termination and reasonable, documented, noncancelable commitments approved by the Town,
but not anticipated profit on unperformed work.
8.9 Liquidated Damages
If the contractor fails to achieve final completion by January 15, 2027, or such later date as the Town may approve
in writing, the contractor shall pay the Town liquidated damages in the amount of two hundred fifty dollars
($50.00) per calendar day for each day that final completion is delayed beyond the required date. This amount
represents a reasonable estimate of the Town's increased costs resulting from delayed occupancy, extended
temporary arrangements, and additional administrative oversight, and is not a penalty. The Town may deduct
liquidated damages from any payment due or to become due to the contractor. Assessment of liquidated damages
does not limit the Town's right to terminate the contract for cause under Section 8.7 or to pursue other remedies
available at law or in equity.
8.10 Appropriations and Preaudit
The Town's payment obligation is subject to lawful appropriation and the North Carolina Local Government Budget and
Fiscal Control Act. No obligation is valid unless the required preaudit certificate is affixed.
Invitation for Bids | August 2026