RFP: Henderson County South Grove St. Parking Improvements

Henderson County Capital Projects
100 North King Street, Project Management
Hendersonville, North Carolina 28792
Memorandum To: Interested Qualified Bidders
From: Brian Cotton
Henderson County
Capital Project Superintendent
Ronnie Kilby
Henderson County
Capital Projects Coordinator
Subject: Request for Proposals:
Henderson County - South Grove Street Parking Improvements
Date: July 8, 2026
Henderson County requests proposals to provide a turnkey project inclusive of all labor, materials,
supervision, disposal fees, etc., for the Henderson County - South Grove Street Parking Improvements
project located at: 101 South Grove Street, Hendersonville, NC 28792. *** ALL WORK IS TO BE
COMPLETED BY NOVEMBER 25, 2026***
Mandatory Pre-Bid: July 16th, 2026 at 9:00 am
On-Site
101 S Grove Street
Hendersonville, NC 28792
Proposals are due: July 30, 2026 by 2:00 pm
Henderson County Government Offices
1st Floor Meeting Room
100 North King Street
Hendersonville, NC 28792
Last Day for Questions: July 24, 2026 @ 12:00 pm.
Questions must be received in written Form by the date and time
indicated. Submit all questions to Brian Cotton @
bcotton@hendersoncountync.gov & Jared DeRidder @
jderidder@wgla.com
Location of Work: 101 South Grove Street
Hendersonville, NC 28792
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Henderson County Capital Projects
100 North King Street, Project Management
Hendersonville, North Carolina 28792
Sealed hard copy bids, no emails, will be received from bidders by Henderson County at the
Henderson County Government Offices, 100 North King Street, Project Management,
Hendersonville, North Carolina 28792 until 2:00 pm on July 30, 2026, at that time the bids will be
opened and read for the Henderson County - South Grove Street Parking Improvements project located in
Henderson County, North Carolina. Additional detailed information about the project will be provided at
the pre bid meeting.
**Note** - It is the sole responsibility of the vendor that their bid reaches Henderson County by
the designated date and time indicated above.
Scope of Work:
1. Furnish the necessary supervision, labor, tools, equipment, and materials to complete the required
work as outlined in the "Detailed Scope of Work" and as listed on the drawings provided, plus the
special conditions and per the pre-bid meeting directions/instructions.
2. Restore all disturbed areas affected by the work and remove trash daily
3. Work schedule limitations to be directed per site, to adhere to the cohesiveness of Henderson County
schedule and events.
4. A sales tax report will be required for the awarded bidder for each pay application/invoice.
5. Awarded Contractor will be required to provide a 1-year warranty on workmanship from the
substantial completion date
The following information "must" be included in the proposal:
1. All applicable licensure with North Carolina.
2. Warranty on all above work for 1 year from completion.
3. Proposals to be in the form of a proposed contract signed by the bidder and ready for the County's
approval.
4. Include a copy of COI and W-9 form
5. Proposals should include a lump sum price for the base bid work and include separate pricing for
each alternate/unit price listed each inclusive of all applicable taxes. Henderson County is not tax
exempt.
6. Include all unit pricing as requested.
7. Acknowledgement of any Addendum received during the bid shall be noted on the proposal or, if
provided, on the bid form.
8. Payment and Performance bond for 100% of the base bid are required for proposals over
$300,000.00.
9. Bid bond is required on proposals over $500,000.00, in an amount equal to but not less than five
percent (5%) of the gross amount of the bid.
10. Include the appropriate MWBE affidavits with the proposals over $300,000.00.
ELECTRONIC copies of the PLANS may be obtained from WGLA Engineering, PLLC. Hard copies
of the plans will not be distributed.
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Henderson County Capital Projects
100 North King Street, Project Management
Hendersonville, North Carolina 28792
See "Doing Business with Henderson County" for general information and Henderson County Insurance
and Bond Requirements, Purchase Order/Contract Terms and Conditions Requirements, and Minority
Business Participation Guidelines and Requirements at
https://www.hendersoncountync.gov/county/page/doing-business-henderson-county
REQUIRED CONTRACTUAL PROVISIONS
Any proposal submitted to Henderson County shall be deemed to include all the Terms and Conditions
shown in the document found online at
https://www.hendersoncountync.gov/sites/default/files/fileattachments/henderson_county/page/42611/terms_and_conditions_02.23.2022.pdf
These Terms and Conditions, which refer to a "purchase order", shall be deemed to be included in any
contract entered into as a result of this Request for Proposals ("RFP"), even if the RFP seeks the
provision of services or a mixture of services and goods instead of solely goods.
Any attempt by a proposed contracting party (the "Bidder") under the RFP to exclude any of these
Terms and Conditions shall cause any Proposal made in response to this RFP to be deemed to be non-
responsive (unless Henderson County has notified the Bidder that the funding source for the goods or
work sought under this RFP is not federal funds, in which case those provisions under number 15 of the
Terms and Conditions (and all subparts thereunder) may be excluded from a Proposal.
PUBLIC RECORDS
In any Proposal made under this RFP, any information claimed by a Bidder to be "confidential
information", and any documents, memorandum, data, reports, analyses, compilations, records, pricing
and evaluation of all or any portion of the transactions contemplated by this agreement may be
deemed public records and subject to disclosure, in whole or in part, pursuant to the North Carolina
Public Records Law. The County will provide the Bidder with reasonably prompt notice of any intended
disclosures or requests for disclosure pursuant to the North Carolina Public Records Law. The Bidder
may then choose to seek judicial protection of the confidential information consistent with all
applicable laws and regulations. Should a public records request be made for information from the
Bidder, the County will, within a reasonable time, notify the Bidder of such public records request. The
Bidder shall, within five (5) business days of said notification, deliver notice to the County that it objects
to the County disclosing the requested information pursuant to the subject public records request. If no
such notice is received by the County within five (5) business days, the Bidder shall be deemed to have
waived any such objections. If the Bidder objects to the disclosure of the requested information, the
Bidder agrees that it shall be solely responsible for the defense of and all the costs of the defense of any
claim or complaint against the County for its refusal to disclose confidential information. The Bidder
further agrees that if any such complaint or claim is filed it will indemnify the County and will reimburse
the County for any and all damages awarded as a result of the refusal to disclose the requested
information. The Bidder agrees that it releases the County from all loss, liability, claims or expense,
including attorney's fees, arising out of, or related to the release or disclosure or failure by the County
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Henderson County Capital Projects
100 North King Street, Project Management
Hendersonville, North Carolina 28792
to release or disclose confidential information. The Bidder further agrees that it waives the right to file
any court action for any such release, disclosure, or failure to release or disclose confidential
information.
Henderson County reserves the right to reject any and / or all bids, and to waive any bid
informalities in so far as it is authorized to do so. Qualified contractors interested in bidding on this
project may contact Brian Cotton @ bcotton@hendersoncountync.gov
ASPHALT PRICING
Asphalt price should be quoted based on the latest NCDOT Asphalt Index at the time of bid. This
published index shall be recorded in the space provided on page 2 of the provided bid form.
Asphalt material price will be adjusted accordingly at the time of paving, up or down. For each $1.00
change in the index price, the price of asphalt material will be adjusted $0.06 per ton of materials
placed. The then-current NCDOT Asphalt Index will be noted in the contract at the time of its
execution, and any adjustment to the price for any portion of the work to be done hereunder based
upon a change in such Index will be noted by the parties at least 5 business days prior to the effective
date of such adjustment. Notwithstanding the foregoing, however, if the effective NCDOT Asphalt
Index for any work to be performed hereunder is to be adjusted which results in an increase to the
contract price, the County may cancel or defer any such portions of the work to be done, in its sole
discretion, so long as notice of such cancellation or deferral is given to the contractor at least 5
business days prior to the effective date of such adjustment.
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