North Bascule Gate Hydraulic Cylinder Installation

WATER RESOURCES
Request for Proposal #: 320-310826FD
NORTH BASCULE GATE HYDRAULIC CYLINDER INSTALLATION
Date of Issue: 10/5/2026
Proposal Due Date: 10/19/2026
at 03:00 P.M. ET
Direct all inquiries concerning this RFP to:
Fantashia Dickens
Purchasing Associate III
Email: Fantashia.Dickens@rockymountnc.gov
Phone: 252-972-1352

Request for Proposal # 320-310826FD
______________________________________________________
For purchasing division processing, please provide your company's Federal Employer Identification Number
or alternate identification number (e.g. Social Security Number). Pursuant to North Carolina General Statute
132-1.10(b) this identification number shall not be released to the public. This page will be removed and
shredded, or otherwise kept confidential, before the procurement file is made available for public
inspection.
This page is to be filled out and returned with your bid.
Failure to do so may subject your bid to rejection.
ID Number:
______________________________________________________
Federal ID Number or Social Security Number
______________________________________________________
Vendor Name
"All bidders are hereby notified that they must have the proper
license as required under the North Carolina law. All
prospective contractors shall be responsible for complying with
state law and local ordinances."

City of Rocky Mount
Water Resources
Refer ALL Inquiries regarding this RFP to: Request for Proposal # 320-310826FD
Fantashia Dickens Proposals will be publicly opened: 10/19/2026
Purchasing Associate III
Contract Type: Construction
EXECUTION
In compliance with this Request for Quote, and subject to all the conditions herein, the undersigned Vendor offers and agrees to
furnish and deliver any or all items upon which prices are quoted, at the prices set opposite each item within the time specified
herein. By executing this quote, the undersigned Vendor certifies that this quote is submitted competitively and without collusion
(G.S. 143-54), that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any
violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-
59.2), and that it is not an ineligible Vendor as set forth in G.S. 143-59.1. False certification is a Class I felony. Furthermore, by
executing this quote, the undersigned certifies to the best of Vendor's knowledge and belief, that it and its principals are not
presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by
any Federal or State department or City department. As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and
each of its sub-contractors for any Contract awarded as a result of this RFQ, complies with the requirements of Article 2 of Chapter
64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to
verify the work authorization of its employees through the federal E-Verify system. G.S. 133-32 and Executive Order 24 (2009)
prohibit the offer to, or acceptance by, any City Employee associated with the preparing plans, specifications, estimates for public
Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public Contract of any gift from
anyone with a Contract with the City , or from any person seeking to do business with the City . By execution of any response in
this quote, you attest, for your entire organization and its employees or agents, that you are not aware that any such gift has been
offered, accepted, or promised by any employees of your organization. Do you have a financial interest or tangible personal
benefit with a city of Rocky Mount employee, officer, or agent? ____ Yes ____ No If yes note the employee, officer, or
agent; department; and the perceived or actual conflict of interest.
_______________________________________________________________
Failure to execute/sign quote prior to submittal shall render quote invalid and it WILL BE REJECTED. Late
quotes cannot be accepted.
VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #11):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER:
VENDOR'S AUTHORIZED SIGNATURE: DATE: EMAIL:
Offer valid for at least 60 days from date of quote opening, unless otherwise stated here: ______ days.
ACCEPTANCE OF PROPOSAL
If any or all parts of this quote are accepted by the City of Rocky Mount, an authorized representative of the City of Rocky Mount
shall affix his/her signature hereto and this document and all provisions of this Request for Quote along with the Vendor
response and the written results of any negotiations shall then constitute the written agreement between the parties. A copy of
this acceptance will be forwarded to the successful Vendor(s).

Proposal Number: 320-310826FD Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................. 6
2.0 GENERAL INFORMATION ....................................................................................................... 6
2.1 REQUEST FOR PROPOSAL DOCUMENT ............................................................................. 6
2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ............................... 6
2.3 RFP SCHEDULE ..................................................................................................................... 6
2.4 PROPOSAL QUESTIONS ....................................................................................................... 7
2.5 PROPOSAL SUBMITTAL ....................................................................................................... 7
2.6 PROPOSAL CONTENTS ........................................................................................................ 8
2.7 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ............................................................ 8
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ....................................... 9
3.1 METHOD OF AWARD ............................................................................................................. 9
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION......... 9
3.3 INTERPRETATION OF TERMS AND PHRASES .................................................................... 9
4.0 REQUIREMENTS ................................................................................................................... 10
4.1 CONTRACT TERM ................................................................................................................ 10
4.2 PRICING ................................................................................................................................ 10
4.3 INVOICES .............................................................................................................................. 10
4.4 VENDOR EXPERIENCE ........................................................................................................ 10
4.5 REFERENCES ...................................................................................................................... 10
4.6 PERSONNEL ......................................................................................................................... 11
4.7 VENDOR'S REPRESENTATIONS ........................................................................................ 11
5.0 SCOPE OF WORK ................................................................................................................. 11
5.1 GENERAL ............................................................................................................................. 11
5.2 PROJECT ORGANIZATION .................................................................................................. 13
5.4 ACCEPTANCE OF WORK .................................................................................................... 13
5.5 LIQUIDATED DAMAGES ...................................................................................................... 14
6.0 CONTRACT ADMINISTRATION............................................................................................. 14
6.1 PROJECT MANAGER AND CUSTOMER SERVICE ............................................................ 14
6.2 DISPUTE RESOLUTION ....................................................................................................... 14
6.4 CONTRACT CHANGES ........................................................................................................ 14
6.5 CITY'S RIGHTS AND OPTIONS ........................................................................................... 14
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Proposal Number: 320-310826FD Vendor: __________________________________________
ATTACHMENT A: PRICING ............................................................................................................. 15
ATTACHMENT B: ACCEPTANCE OF GENERAL TERMS & CONDITIONS ..................................... 16
ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION ...................................................... 16
ATTACHMENT D: CYLINDER SPECIFICATION DRAWINGS .......................................................... 17
Page 5 of 19

Proposal Number: 320-310826FD Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
The City of Rocky Mount (City) seeks the services of a qualified and licensed contractor to install one replacement
hydraulic cylinder on the North Bascule Gate at the Tar River Water Supply Reservoir Dam.
In September 2025, one of the three hydraulic cylinders supporting the North Bascule Gate failed mechanically. The
gate was subsequently raised and secured in the fully upright position using temporary stiff-knee supports. The failed
cylinder was removed. The city has procured a replacement hydraulic cylinder and associated pins, which will be
delivered to the project site for installation.
The Contractor shall furnish all labor, supervision, equipment, tools, rigging, lifting devices, jacks, materials,
transportation, and incidentals necessary to complete the work described herein.
Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.
2.0 GENERAL INFORMATION
2.1 REQUEST FOR PROPOSAL DOCUMENT
The RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award.
All attachments and addenda released for this RFP in advance of any Contract award are incorporated herein by
reference.
2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions, the Cities terms and conditions, all relevant exhibits and
attachments, and any other components made a part of this RFP and comply with all requirements and specifications
herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be
issued in connection with this RFP.
If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within this RFP,
those must be submitted as questions in accordance with the instructions in Section 2.4 PROPOSAL QUESTIONS. If
the City determines that any changes will be made as a result of the questions asked, then such decisions will be
communicated in the form of an RFP addendum. The City may also elect to leave open the possibility for later negotiation
and amendment of specific provisions of the Contract that have been addressed during the question-and-answer period.
Other than through this process, the City rejects and will not be required to evaluate or consider any additional or modified
terms and conditions submitted with Vendor's proposal. This applies to any language appearing in or attached to the
document as part of the Vendor's proposal that purports to vary any terms and conditions or Vendors' instructions herein
or to render the proposal non-binding or subject to further negotiation. Vendor's proposal shall constitute a firm offer.
By execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and
conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded.
Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject
Vendor's proposal as nonresponsive.
Contact with anyone working for or with the City regarding this RFP other than the City Contract Specialist named on
the face page of this RFP in the manner specified by this RFP shall constitute grounds for rejection of said Vendor's
offer, at the City's election.
2.3 RFP SCHEDULE
The table below shows the intended schedule for this RFP. The City will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFP City Monday, October 5, 2026
Submit Written Questions Vendor Thursday, October 8. 2026 at 3:00 PM
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Proposal Number: 320-310826FD Vendor: __________________________________________
Provide Response to Questions City Tuesday, October 13, 2026
Submit Proposals Vendor Monday, October 19, 2026 3:00 PM
Contract Award City TBD
Site Visit: Contractor representatives are URGED and CAUTIONED to visit the site and appraise themselves of the
conditions and requirements which will affect the performance of the work called for by this Request for Proposal.
Submission of a proposal shall constitute sufficient evidence of this compliance, and no allowance will be made for
unreported conditions which a prudent Contractor would recognize as affecting the performance of the work called for
in this proposal.
Contractors and vendors who wish to visit the North Bascule Gate site prior to submitting a proposal must contact
Fantashia Dickens by email at Fantashia.Dickens@rockymountnc.gov . Ms. Dickens will coordinate the site visit with
the Wastewater Treatment Plant Superintendent and will respond within 48 hours of receiving your request. Please
use the following subject line in your email: RFP 320-310826FD NORTH BASCULE GATE HYDRAULIC CYLINDER
INSTALLATION: SITE VISIT
2.4 PROPOSAL QUESTIONS
Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the
best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by
the above due date.
Written questions shall be emailed to Fantashia.Dickens@rockymountnc.gov by the date and time specified above.
Vendors should enter "RFP # 320-310826FD: Questions" as the subject for the email. Questions submittals should
include a reference to the applicable RFP section and be submitted in a format shown below:
Reference Vendor Question
RFP Section, Page Number Vendor question ...?
Questions received prior to the submission deadline date, the City's response, and any additional terms deemed
necessary by the City will be posted in the form of an addendum the City of Rocky Mount Purchasing web-page
https://www.rockymountnc.gov/Bids.aspx and shall become an Addendum to this RFP. No information, instruction or
advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in
connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material
contained in an Addendum to this RFP.
2.5 PROPOSAL SUBMITTAL
Instructions: Proposals, subject to the conditions made a part hereof and the receipt requirements described below,
shall be received at the address indicated in the table below, for furnishing and delivering those items as described
herein.
MAILING ADDRESS FOR DELIVERY OF QUOTE VIA OFFICE ADDRESS FOR DELIVERY BY ANY OTHER
U.S. POSTAL SERVICE MEANS, SPECIAL DELIVERY, OVERNIGHT DELIVERY,
OR BY ANY OTHER CARRIER
PROPOSAL NUMBER: 320-310826FD PROPOSAL NUMBER: 320-310826FD
Attn: Fantashia Dickens, Purchasing Associate III Attn: Fantashia Dickens, Purchasing Associate III
Address: PO BOX 1180 Address: 331 S. Franklin Street
Rocky Mount, NC 27802 Rocky Mount, NC 27804
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Proposal Number: 320-310826FD Vendor: __________________________________________
Vendors shall deliver either one (1) signed electronic emailed copy to fantashia.dickens@rockymountnc.gov or one
(1) signed original executed quote to the address identified in the table in this Section. Address the package and insert
the quote number as shown in the table above.
Proposal number shall be marked on the outside of the sealed envelope with the Vendor's name and date and time of
opening.
IMPORTANT NOTE: It is the responsibility of the Vendor to have the signed quote physically in this Office by the specified
time and date quotes are due, regardless of the method of delivery. This is an absolute requirement. The time of
delivery will be marked on each quote when received, and any quote received after the submission deadline will not be
accepted or evaluated.
All risk of late arrival due to unanticipated delay-whether delivered by hand, U.S. Postal Service, courier, or other
delivery service or method-is entirely on the Vendor. Note that the U.S. Postal Service generally does not deliver mail
to the street address above, but to the City's Mail Service Center. Vendors are cautioned that quotes sent via U.S. Mail,
including Express Mail, may not be delivered to the purchasing office on the due date in time to meet the quote deadline.
All Vendors are urged to take the possibility of delay into account when submitting a quote.
If the quote is hand-delivered, please note that the Frederick E. Turnage Municipal Building requires all visitors to sign
in with the guard stationed on the first floor. Visitors will only have access through the building, accompanied by a city
employee.
This RFP does not require a public opening of quotes.
2.6 PROPOSAL CONTENTS
Vendors shall populate ALL attachments of this RFP that require the Vendor to provide information and include an
authorized signature where requested. Vendor RFP responses shall include the following items and those attachments
should be arranged in the following order:
a) Title Page: Include the company name, address, phone number and authorized representative along with the
Proposal Number.
b) Completed and signed version of EXECUTION PAGES, along with the body of the RFP and signed receipt pages
of any addenda released in conjunction with this RFP (if required to be returned).
c) Completed version of ATTACHMENT A: PRICING
d) ATTACHMENT B: ACCEPTANCE OF TERMS AND CONDITIONS
e) Completion of ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION
2.7 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS
a) BUYER: The employee of the City or Other Eligible Entity that places an order with the Vendor.
b) CONTRACT LEAD: Representative of the City of Rocky Mount Purchasing Office who corresponds with potential
Vendors in order to identify and contract with that Vendor providing the greatest benefit to the City and who will
administer this contract for the City.
c) QUALIFIED PROPOSAL: A responsive proposal submitted by a responsible Vendor.
d) RFP: Request for Proposal
e) SERVICES or SERVICE DELIVERABLES: The tasks and duties undertaken by the Vendor to fulfill the
requirements and specifications of this solicitation.
f) VENDOR: Supplier, bidder, proposer, company, firm, corporation, partnership, individual or other entity submitting
a response to a Request for Proposal.
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Proposal Number: 320-310826FD Vendor: __________________________________________
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS
3.1 METHOD OF AWARD
Pursuant to North Carolina General Statutes Section 143-131, "award shall be made to the lowest responsible,
responsive bid or bidders, taking into consideration quality, performance and the time specified in the proposals for the
performance of the contract."
While the intent of this RFP is to award Contracts to multiple Contractors for different properties, the City reserves the
right to make a single award to one Contractor, to not award one or more properties or to cancel this RFP in its entirety
without awarding a Contract, if it is considered to be most advantageous to the City to do so.
The City reserves the right to waive any minor informality or technicality in proposals received.
Local Preference Policy. The only exception to the lowest responsive, responsible bidder method of award will be the
local preference policy. The preference will allow an Eligible Local Bidder to match the price and terms of the lowest
responsible, responsive bidder who is a Non-Local Bidder, if the Eligible Local Bidder's price is within five percent (5%)
or $25,000, whichever is less, of the lowest responsible, responsive Non-Local Bidder's price .An eligible local vendor
is one that is current on property taxes in the City of Rocky Mount and meets the qualifications set forth in the policy.
An application can be found at https://www.rockymountnc.gov/DocumentCenter/View/583/Bidders-Certification-for-
Local-Preference-Application-PDF
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION
During the evaluation period-from the date proposals are opened through the date the contract is awarded-each
Vendor submitting a proposal (including its representatives, sub-contractors and/or suppliers) is prohibited from having
any communications with any person inside or outside the using department, issuing department, other government
department office, or body (including the purchaser named above, department secretary, department head, members of
the general assembly and/or governor's office), or private entity, if the communication refers to the content of Vendor's
proposal or qualifications, the contents of another Vendor's proposal, another Vendor's qualifications or ability to perform
the contract, and/or the transmittal of any other communication of information that could be reasonably considered to
have the effect of directly or indirectly influencing the evaluation of proposals and/or the award of the contract. A Vendor
not in compliance with this provision shall be disqualified from contract award, unless it is determined in the City's
discretion that the communication was harmless, that it was made without intent to influence and that the best interest
of the City would not be served by the disqualification. A Vendor's proposal may be disqualified if its sub-contractor and
supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance
date of the procurement to the date of contract award). Only those discussions, communications or transmittals of
information authorized or initiated by the issuing department for this RFP or general inquiries directed to the purchaser
regarding requirements of the RFP (prior to proposal submission) or the status of the contract award (after submission)
are excepted from this provision.
3.3 INTERPRETATION OF TERMS AND PHRASES
This Request for Proposal serves two functions: (1) to advise potential Vendors of the parameters of the solution being
sought by the Department; and (2) to provide (together with other specified documents) the terms of the Contract
resulting from this procurement. As such, all terms in the Request for Proposal shall be enforceable as contract terms
in accordance with the General Contract Terms and Conditions. The use of phrases such as "shall," "must," and
"requirements" are intended to create enforceable contract conditions. In determining whether proposals should be
evaluated or rejected, the Department will take into consideration the degree to which Vendors have proposed or failed
to propose solutions that will satisfy the Department's needs as described in the Request for Proposal. Except as
specifically stated in the Request for Proposal, no one requirement shall automatically disqualify a Vendor from
consideration. However, failure to comply with any single requirement may result in the Department exercising its
discretion to reject a proposal in its entirety.
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Proposal Number: 320-310826FD Vendor: __________________________________________
4.0 REQUIREMENTS
This Section lists the requirements related to this RFP. By submitting a proposal, the Vendor agrees to meet all stated
requirements in this Section as well as any other specifications, requirements, and terms and conditions stated in this
RFP. If a Vendor is unclear about a requirement or specification or believes a change to a requirement would allow for
the City to receive a better proposal, the Vendor is urged and cautioned to submit these items in the form of a question
during the question-and-answer period in accordance with Section 2.5.
4.1 CONTRACT TERM
The Contract term will begin on the Effective Date and will end upon final completion and written acceptance of the work
by the City, including all testing and commissioning. The Vendor shall begin work within [] calendar days of the Notice
to Proceed and shall achieve final completion no later than [date or number of calendar days]. Because installation
requires the North Bascule Gate to be taken out of service, the Vendor must coordinate the schedule and any outage
with the Wastewater Treatment Plant Superintendent. The warranty period described in Section [] will begin on the date
of final acceptance.
4.2 PRICING
Proposal price shall constitute the total cost to Buyer for complete performance in accordance with the requirements and
specifications herein, including all applicable charges handling, administrative and other similar fees. Vendor shall not
invoice for any amounts not specifically allowed for in this RFP. Complete ATTACHMENT A: PRICING FORM and
include in Proposal. The amount bid for the initial annual term is subject to negotiation and adjustment considering CPI
after the first year and agreed to by the City.
4.3 INVOICES
a) The Vendor must submit one monthly invoice within fifteen (15) calendar days following the end of each month in
which work was performed.
b) Invoices must be submitted to the following address: Accounts Payable
PO BOX 1180
Rocky Mount, NC 27802
or
acctpayable@rockymountnc.gov
c) Payment amounts will be made on a NET 30-day pay period upon submission of an invoice and appropriate trip
tickets to support such invoice.
4.4 VENDOR EXPERIENCE
In its Proposal, Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size
and complexity to the City of Rocky Mount. Vendor shall provide information as to the qualifications and experience of
all executives, managerial, legal, professional personnel to be assigned to this project, including resumes citing
experience with similar projects and the responsibilities to be assigned to each person.
4.5 REFERENCES
Vendors shall provide at least three (3) references for which your company has provided Services of similar size and
scope to that proposed herein. The City shall contact these users to determine the Services provided are substantially
similar in scope to those proposed herein and Vendor's performance has been satisfactory. The information obtained
shall be considered in the evaluation of the proposal. If the City of Rocky Mount references are provided it cannot be
counted towards your three (3) required references but may be included in addition to.
COMPANY NAME CONTACT NAME COMPANY EMAIL TELEPHONE NUMBER
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