PHASE 2 WINDOW REPLACEMENT PROJECT AT WEST COLUMBUS HIGH SCHOOL

REQUEST FOR PROPOSALS
COLUMBUS COUNTY SCHOOLS
PHASE 2 WINDOW REPLACEMENT PROJECT AT
WEST COLUMBUS HIGH SCHOOL
Issue Date: June 24, 2026
Columbus County Schools is soliciting Requests for Proposals (RFP) from qualified North Carolina Contractors
interested in providing window replacement services for the main building at West Columbus High School. Funding
for this project may be provided in whole or part by Columbus County Schools capital fund, Columbus County
Commissioners, grants, PSBRRF or donations. Expenditure of funds associated with this project are subject to the
Columbus County Schools Procurement Policy section 8210 and Facility Construction section 9030 of the policy
manual. This RFP and associated plans provide complete information on the services being requested, the submittal
requirements, and the project timeline. It is the intent of Columbus County Schools to perform this procurement in
a manner that results in selection of a contractor or firm that demonstrates experience with performing the scope
of work identified, is qualified and licensed to provide the requested services, and is the lowest most responsible
bidder.
See Section 3.05 Anticipated Schedule for the full RFP milestones and deadlines schedule anticipated for the
procurement and selection process.
RFP responses/ bids shall be received by Columbus County Schools either by express mail, US Mail, or
electronically at: tward@columbus.k12.nc.us no later than July 23, 2026 at 1pm. Any late responses
received after this time and date shall not be opened or considered for further evaluation by the Columbus
County Schools.
Columbus County Schools reserves the right to reject any and all proposals. This RFP does not obligate Columbus
County Schools to pay any cost incurred by respondents in the preparation and submission of a response nor does it
obligate Columbus County Schools to accept or contract for any expressed or implied services.
This RFP is issued on behalf of the Columbus County Schools 89 School Rd. Hallsboro N.C. 28442. Any RFP responses
delivered by US mail or express mail should be sent to this address by the published deadline above.
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TABLE OF CONTENTS
SECTION ONE-DEFINITIONS..........................................................................page 3
1.01 Definitions of Terms in RFP
SECTION TWO - BACKGROUND INFORMATION............................................................page 4
2.01 Project Background, Goals and Objectives
SECTION THREE - SCOPE OF WORK ...........................................................page 5
3.01 Purpose of the RFP/Contractor Responsibilities
3.02 Location of the Project
3.03 Scope of Work
3.04 Project Budget
3.05 Anticipated Schedule
SECTION FOUR - EVALUATION AND SELECTION
CRITERIA................................................................................................ page 8
4.01 Contractor Experience Requirements and Capabilities
4.02 Statement of Qualifications Evaluation Criteria and Scoring
4.03 Clarifying Qualification During Evaluation
4.04 Contractor/Team- Selection
4.05 E-Verify Compliance
4.06 Exceptions
SECTION FIVE - QUALIFICATIONS SUBMITTAL REQUIREMENTS AND FORMAT
...............................................................................................................page 11
5.01 Physical Submittal: Department Contact, Deadline for Receipt of Proposals, Format
5.02 RFP Provisions
5.03 Minimum Number of Responses
SECTION SIX-CHECKLIST FOR QUALIFICATIONS
SUBMISSION...........................................................................................................page 12
6.01 Required Request for Proposal Items
SECTION SEVEN - CONTRACTOR DECLARATION
STATEMENT..............................................................................................................page 16
SECTION EIGHT -APPENDIX...................................................................................page 18
Appendix A - Insurance Requirements
Appendix B - Bid Schedule
Appendix C- Bid Bond and Performance/Payment Bond Requirements
**End of Table of Contents**
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SECTION ONE
DEFINITIONS
1.01 Definitions of Terms in RFP
Unless the context suggests otherwise, the terms "Firm/Team", "Contractor", "Proposer", "Bidder", Builder',
"Respondent", or "Vendor' as used in this RFP (whether capitalized or not) shall refer to the same legal
entity that submits a bid in response to this RFP and is responsible for responding to this RFP.
Whenever the term "CCS" is used, it means the Columbus County Schools.
Similarly, unless the context suggests otherwise, the terms "Bid", 'Proposal", "Response", or
"Bid/Submittal" shall refer to the formal response given to this RFP by the submitting entity incorporating
all required elements of this RFP necessary for CCS to determine whether the submitting entity is a
responsible, responsive General Contractor.
Whenever the term "RFP," is used, the reference is to this Request for Proposals or portions thereof,
together with any exhibits, attachments, or addenda it may contain.
1.01.1. Whenever the terms "shall," "will," "must," or "is required" are used in the RFP, the referenced task
is a mandatory requirement of this RFP. Failure to meet any mandatory requirement will be cause for
rejection of a submittal.
1.01.2 Whenever the terms "can," "may," or "should" are used in the RFP, the referenced specification is
discretionary. Therefore, though the failure to provide any items so termed will not be cause for rejection,
the Selection Committee may consider such failure in evaluating the quality of the submittal.
1.01.3 Whenever the terms "apparent successful low bidder" or "top-ranked" or "highest ranking" bidder,
or firm/company, or offeror are used in this document, the reference is to the firm that the Selection
Committee ultimately determines to have submitted the greatest display of qualifications and that provides
the lowest responsible responsive bid and best satisfies the needs of CCS in accordance with the RFP. The
selection of an apparent successful Contractor does not necessarily mean the Selection Committee accepts
all aspects of the firm's submittal or proposal.
1.01.4 Whenever the term "submittal" is used in the RFP, the reference is to the response offered by a firm,
person or corporation in accordance with the RFP. The submittal responds only to the RFP.
1.01.5 Whenever the term "Selection Committee" or "Review Committee" is used in the RFP, the reference
is to CCS representatives responsible for administering and conducting the evaluation and selection process
of the RFP.
1.01.6 "Design Professional" (an inclusive term for all licensed building professionals), "Architect of Record,"
and/or "Engineer of Record" all refer to the project's architect(s) and/or engineer(s), whose
responsibilities generally include programming, design, code compliance, and detailing of the facility.
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1.01.7 "CCS Criteria" consist of specific details and functional requirements of a project, sustainable objectives
and the expectations of how the project will be used and operated.
1.01.8 "Qualifications Submittal" and "Initial Written Submittal" both refer to a firm's response to the RFP.
1.01.9 "Qualifications-Based Selection" and "QBS" both refer to a procurement process for the selection of
professional construction services for public projects. It is a competitive contract procurement process
whereby consulting firms submit qualifications to a procuring entity (CCS) who evaluates and selects the most
qualified firm, and then negotiates the project scope of work, schedule, budget, and price.
1.01.10 "Firm" shall be interpreted as referencing the assembly of a design entity and construction entity, or
the combined (e.g., joint venture) entity, or formed team including subcontracted services capable of
furnishing both design and construction if needed, and as is reasonable.
1.01.11 "Fixed Fee" shall be proposed by the Contractor and shall be defined as a specific dollar amount stated
as a lump sum, or by unit rates, and as agreed upon by all parties at the time of Contract Negotiation. This
fixed fee shall be construed as a Cost-Not-To-Exceed.
**End of Section One**
SECTION TWO
BACKGROUND INFORMATION
2.01 Project Background, Goals and Objectives
The proposed window replacement project is intended to replace windows in the existing main building
erected circa 1965 and provide a comfortable, code compliant, energy efficient facility for Learning at West
Columbus High School 7924 Andrew Jackson Hwy. SW Cerro Gordo N.C. 28430. The basic background of this
project is to replace the existing exterior windows and frames with store front type aluminum windows and
insulated glass.
The objective of the proposed project is for the Contractor to complete the following construction and
renovations and to provide all services needed to complete the project proposed in this RFP. The proposed
general work scope for performing this project includes the following improvements, and services. The
scope for the general construction listed below.
1. Mobilization and Permitting
2. Installation
3. Final Commissioning and Inspection
With respect to the design and construction the goals of CCS are as follows:
1. Complete the project in a timely fashion without undue delays and within CCS funding
resources available for the project.
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2. Construct and Install windows that are safe, functional, accommodates the needs of West Columbus
High School, meets codes & standards, and conforms to the described services contained in this
RFP.
Columbus County Schools intends to utilize best commercial practices to accomplish the goals of this
project. CCS expects the Contractor to proactively address risks and challenges that may exist in the process
and participate in resolving such challenges to facilitate the proposed improvements to achieve complete
project success, on time and on budget. CCS also expects to work with the Contractor to devise and
implement appropriate processes for executing this project that will maximize efficiency, overall quality,
and within the budget allocated for these renovations.
**End of Section Two**
SECTION THREE
SCOPE OF WORK
3.01 Purpose of the RFP and Contractor Responsibilities
Columbus County Schools is soliciting proposals for project delivery services that will involve performing
specified window installation services as proposed and potentially some unspecified architectural and
engineering services for the West Columbus Project.
The Contractor will be expected to provide concurrent construction turnkey activities for this project
resulting in a finished, fully usable facility that satisfies all project requirements and contract terms. The
Contractor, as the sole responsible source for total project compliance and construction related
performance and will hold all testing services and trade contractors' contracts.
3.02 Location of the Project
The location of the work is at West Columbus High School 7924 Andrew Jackson Hwy. SW Cerro Gordo
N.C.28430.
3.03 Scope of Work
The Scope of Work for this project is generally described above in the line items listed.
The following is a preliminary scope of work that may be modified during contract negotiations with the
selected Contractor/Firm/Team.
Anticipated Criteria
1. The contractor shall utilize the Preliminary Design Plan to the best of their ability, however, may
need to supplement this design package with additional drawings and or engineered plans to
complete the project in a manner that complies with NC Building Codes & Standards. Site
Development plans may include:
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2. Develop preliminary estimate of installation cost setting forth in detail prior to commencing
installation: quantities of materials, labor, profit, overhead, insurance etc. for the project.
3. Attend CCS meetings to coordinate and resolve value engineering, constructability, construction
phasing and scheduling issues in the preliminary design.
4. Develop installation proposal detailing contract sum, estimated trade costs, proposed date of
substantial completion and list of key vendors and/or suppliers.
5. Conduct periodic progress meetings, as requested by CCS.
6. Attend Board of Education meetings as requested by CCS.
7. Update the progress schedule periodically; as needed.
11. Present documents and drawings to required departments/agencies for technical
review/approval for construction; Contractor shall be responsible for any Federal, State, and Local
permit applications and approvals.
Construction Administration
1. Provide construction administration and observation associated with the site
improvements including a preconstruction conference, weekly site observation (or as
deemed necessary by CCS, and meetings for processing pay requests.
2. Provide interpretations of prepared drawings and specifications, shop drawing
review and approval as well as preparation of change orders and construction
change directives.
3.04 Project Budget
The forecasted budget for completing this project including construction, all other costs and fees has not
yet been determined by the CCS? Total costs shall include construction related expenses; additional design
services determined by the Contractor to be needed; testing services; public jurisdiction fees and charges;
inspection fees, permits; and any other building related services or fees necessary to fully complete the
project per the Preliminary Design Package attached, and per any additional design requirements specified
by other engineering design services enlisted by the contractor to perform this project as detailed in this RFP.
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3.05 Anticipated Schedule
Columbus County Schools provides the following project milestones for completing this project as
described, however reserves the right to adjust this proposed schedule as deemed necessary:
Anticipated Project Schedule
Milestone Date Time
Issue/Advertise RFP in Open and Competitive Venues June 2026
and Publications
Conduct Mandatory Site Visit Must be scheduled
Deadline for Written Questions and Clarifications on RFP July 9, 2026
Deadline for Response to Questions July 16, 2026
Deadline for Submitting RFP and Bid Opening July 23, 2026
RFP tabulation/evaluation/selections; hold discussions as July 23, 2026
needed with respondents; perform final bid tabulation
Recommendation to Board of Education to Accept Bid August 10, 2026
and Approve Contractor
Notice to Award to Contractor/Request Performance August 12, 2026
Bond
Issue Task Order and Notice to Proceed August 12, 2026
Project Completion Date October 30, 2026
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3.06 Project Delivery and Objectives
At all times and project stages the Contractor shall act in the best interests of Columbus County Schools and
use their best efforts to deliver the project in an expeditious and cost-effective manner consistent with CCS
project requirements, time constraints and budget. The Contractor shall develop a contractually obligated
overall project schedule and will be responsible for methods of construction, safety, scheduling and
coordination of all construction work in addition to miscellaneous contracts required for completion of the
project within its predetermined budget limits and schedule.
Columbus County Schools expects all parties to this project to work closely together and deal appropriately
with project conditions to finish the job successfully. A spirit of cooperation, collaboration and a commitment
among professional design and construction services providers to work in the best interest of the project is
of utmost importance.
**End of Section Three* *
SECTION FOUR
CONTRACTOR EVALUATION AND SELECTION CRITERIA
4.01 Contractor Minimum Qualifications
The contractor must meet the criteria immediately shown below. Firms that do not meet these criteria are
automatically disqualified.
1. The contractor must have a current North Carolina Contractor's license . A copy of the
corporate license must be included in the bid response.
2. The contractor must have bonding capacity to provide a Labor and Material Payment and
Performance bonds with coverage each equal to the total cost of the project.
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3. The contractor must provide a Builder's Risk Insurance Policy for this project with coverage equal to
the total cost of the project.
4. Contractor must agree to keep and maintain insurance for the duration of this Agreement including
but not limited to commercial general liability, automobile liability, workers' compensation,
employer's liability, and umbrella coverage with at least the minimum limits shown below. The
Contractor shall furnish CCS with certificates of insurance for each type of insurance described
herein. CCS reserves the right to negotiate different limits and coverage in the final contract.
Commercial General Liability......................................$2,000,000
Commercial Auto Liability: combined single limit..........$1,000,000
Excess (Umbrella) Liability.........................................$1,000,000
Workers Compensation.............................................Statutory
Employer's Liability...........$100,000 each accident/total disease/employee disease
Professional Liability (Errors & Omissions) coverage for Architect of Record and Engineer(s) of Record
shall provide coverage not less than $1 million per claim. (CCS reserves the right to negotiate different
limits and coverage in the final contract.)
All insurance companies must be authorized to do business in North Carolina with a Best rating AVlll or
higher.
NOTE: In order to be deemed eligible for evaluation, the Contractor must include a signed
Declaration Statement or Certifications in this RFP attesting to the above requirements and
coverages in its submittal.
4.02 Request for Proposals (RFP) Evaluation Criteria and Scoring (100 Total Points)
Contractor responses to this RFP will be evaluated and ranked by an RFP Selection Committee appointed to
review submitted qualifications. Each submitter will be evaluated and a short list developed based on RFP
scores. The following indicates the scoring system used for this evaluation:
Contractor Bid. (Lowest Responsible Bid) - Maximum 60 points
Points for this criterion will be awarded based on an evaluation of the qualifications and experience of
the proposed HVAC Contractor. Evaluation criteria will focus on the expertise each brings to the process,
their track record with 'on-time and on budget' projects, quality control measures/system, any current,
pending or past project legal matters or litigation of the Contractor submitting, safety records, and
professional/Board credentials.
Contractor Experience and Qualifications (plus team members) - Maximum 10 points
Points for this criterion will be awarded based on an evaluation of the qualifications and experience of
the Contractor, and the team assembled to complete any additional engineering or design work that may
be needed Evaluation criteria will focus on the submittals' clear identification of each proposed
Firm/Company shown on the team, the expertise each will bring to the process, their track record with
'on-time and on budget' projects and achieving acceptable levels of quality, any current, pending or past
project legal matters or litigation and submitting Firm/Company safety records and professional
reputation credentials.
Project Understanding and Approach - Maximum 10 points
This criterion will award points for the Contractor's understanding of the goals and objectives for the
project and their proposed methodology for meeting those goals and objectives. The Contractor must
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provide a comprehensive narrative statement illustrating their clear and concise understanding of the
requirements of the project, potential issues (and proposed solutions) and a preliminary overall project
schedule.
The Team should also have clearly addressed their approach to dealing with key tasks, activities and
issues (including the permitting process) required to complete each project phase including deliverables,
proposed construction schedule and project coordination issues.
Schedule - Maximum 10 points
Points for this criterion will be awarded based on the Contractor's response illustrating a project
schedule with milestones and estimated time period for completing those milestones so as to complete the
project within the timeframe indicated in this RFP. If the project deadline cannot be met by the Contractor,
they should indicate justifiable reasons and cause and provide an alternate timeline that they believe to be
achievable.
Minority and Women Owned Business Enterprise (MWBE) Participation- Maximum 10 points
Evaluation of the Contractor' proposed team within participation in the M/WBE program and strategy
to achieve the M/WBE procurement requirements for this project. If this criterion cannot be met, the
Contractor should indicate the reasons that MMBE participation cannot be met and provide justification
as such.
4.03 Clarification of RFP Responses During Evaluation/Selection
During the evaluation process, CCS has the right to require any clarification or additional discussion needed
in order to understand the Contractor's view and approach to the project, the proposed scope of the work,
and costs. Any clarifications to the response made before executing a contract will become part of the final
contract executed by CCS.
4.04 Contractor/Team Selection
After making Contractor/Team selection and taking into consideration quality, performance and the project
timeline specified in the RFP, CCS may or may not elect to conduct negotiations with the apparent lowest
most responsible, responsive Contractor. The successful Contractor and CCS will enter into a contract stating
all terms and conditions for performing the proposed work. Work shall not commence until a Task
Authorization or Purchase Order is issued by the CCS with the specific scope of work, expected deliverables,
work schedule/milestones, and a Not-to-Exceed price for the project.
CCS may withdraw or cancel this RFP, or any portion thereof at any time. It may reject any, or all portions
of the RFP any time prior to an award, and is not required to furnish a statement of the reason(s) why a
particular qualification was not deemed to be most advantageous to CCS.
4.05 E-Verify Compliance
The contract will require that the Contractor/Team and its subcontractors comply with the requirements of
Article 2 of Chapter 64 of the North Carolina General Statutes (NCGS) consistent with state law requirements
for municipal contracts.
4.06 Exceptions
It is CCS intention to use the AIA Document A141 - 2014 Standard Form of Agreement Between CCS and
Contractor, as amended. CCS further reserves the right to utilize any other contract vehicle that is routine and
customary to perform these types of construction projects. Any Contractor that objects to any element of the
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