RFP# 148-MAINT-052 Parking Lot Maintenance at 3 Schools

STATE OF NORTH CAROLINA/ASHEVILLE CITY SCHOOLS
REQUEST FOR PROPOSALS #148-MAINT-052
PROJECT: Parking Lot Maintenance at 3 Schools PROJECT
USING AGENCY: Asheville City Schools ISSUE DATE: 3/19/2026
Proposals subject to the conditions made a part hereof will be received until April, 14, 2026 at 3:00 pm ,, for furnishing all
labor, materials, equipment, and services incidental and implied, for completion of the project described herein.
THE PROCUREMENT PROCESS
The following is a general description of the process by which a firm will be selected to provide services.
1. Request for Proposals is issued to prospective contractors.
2. There will be a Mandatory Pre-Proposal Site Visit on 3/31/2026 at 2:00 pm at Asheville High School,
located at 419 McDowell St, Asheville, NC 28803. Attendance is required. The Site Visit will move from one
school to the next until all 3 schools are visited. Proposals will not be accepted from Proposers not
represented at the Mandatory Pre-Proposal Site Visit.
3. The deadline for written questions is three (3) days prior to the due date.
Chris Pohlman, Purchasing Specialist
Phone: 828-350-6101
Email: chris.pohlman@acsgmail.net
4. All Proposals must be received by the Purchasing Specialist not later than the due date and time specified
above, at which point all proposals will be immediately thereafter opened. Attendance by Proposers at the
Public Opening is not required. Tabulations of proposals and award information may be obtained by written
request.
a. All Proposals must be fully sealed and reference RFP# 148-MAINT-052 on the outside of the package.
Providing one original Proposal is sufficient. Additional copies of Proposals are not necessary. Emailed
proposal submissions will NOT be accepted. All sealed proposals should be clearly labeled with the
following:
Asheville City Schools
Attn: 148-MAINT-052
c/o Chris Pohlman
85 Mountain Street
Asheville, NC 28801
b. Proposal Forms must be signed and dated by an official authorized to bind the firm. Unsigned
proposals will not be considered.
c. Proposals must include Identification of HUB Certified/Minority Business Participation, as well as
either Affidavit A or Affidavit B, as applicable. Required forms and instructions are included as
Exhibit A to this solicitation.
5. Proposals will be evaluated according to completeness, content, experience with similar projects, ability of
the offeror and its staff, and cost. Award of a contract to one offeror does not mean that the other proposals
lacked merit, but that, all factors considered, the selected proposal was deemed most advantageous to the
State.
6. Asheville City Schools reserves the right to reject any or all offers when such rejection is deemed to be in
the best interest of Asheville City Schools.
Asheville City Schools RFP# 148-MAINT-052: Page 1 of 10
Parking Lot Maintenance at 3 Schools PROJECT

(NOTE: THE PROPOSAL FORM MUST BE FULLY EXECUTED AND RETURNED FOR CONSIDERATION)
PROPOSAL FORM #148-MAINT-052
Parking Lot Maintenance at 3 Schools PROJECT
DUE DATE: 4/14/2026 at 3:00 pm
The undersigned having carefully read and considered the terms and conditions of the Contract Documents for the
Parking Lot Maintenance at 3 Schools Project for Asheville City Schools, North Carolina, does hereby offer to perform
such services on behalf of the District, of the type and quality and in the manner described, and subject to and in
accordance with the terms and conditions set forth in the Contract Documents at the rates on the Proposal Forms
hereinafter set forth.
Proposer: ________________________________________________________________________________________
Address: _______________________________________________________________________________________
City/State/Zip: ___________________________________________________ Phone: __________________________
MBE Status: ___________________ Fax: ______________________ Email: __________________________________
Number of Years in Business: _____________________
Number of Years Experience in commercial seal coating projects: _____________________
Estimated Start Date: _____________________
Estimated Duration: _____________________
Asheville High School Portion-
Cost for Cleaning & Preparation: $___________________
Cost for Crack Filling (Linear Footage) $___________________
Cost for Seal Coating (Square Footage) $___________________
Cost for Restriping (Number of Stalls/Linear Foot) $___________________
Subtotal Cost, Asheville High School $____________________
Asheville Middle School Portion-
Cost for Cleaning & Preparation: $___________________
Cost for Crack Filling (Linear Footage) $___________________
Cost for Seal Coating (Square Footage) $___________________
Cost for Restriping (Number of Stalls/Linear Foot) $___________________
Subtotal Cost, Asheville Middle School $____________________
Asheville City Schools RFP# 148-MAINT-052: Page 2 of 10
Parking Lot Maintenance at 3 Schools PROJECT

Isaac Dickson Elementary School Portion-
Cost for Cleaning & Preparation: $___________________
Cost for Crack Filling (Linear Footage) $___________________
Cost for Seal Coating (Square Footage) $___________________
Cost for Restriping (Number of Stalls/Linear Foot) $___________________
Subtotal Cost, Isaac Dickson Elementary $____________________
Will a discounted price be offered to perform work at all three locations?
Yes _________ No __________
Total Cost for All 3 Schools, including any discount offered, or full combined price, if applicable:
Cost for Cleaning & Preparation: $___________________
Cost for Crack Filling (Linear Footage) $___________________
Cost for Seal Coating (Square Footage) $___________________
Cost for Restriping (Number of Stalls/Linear Foot) $___________________
Total Project Cost $____________________
Required : At least three (3) references for similar projects. (Please attach extra sheets as needed).
Required : Licensing Information. (Please attach extra sheets as needed).
Required : Specification Sheets for sealer and crack filler. (Please attach extra sheets as needed).
Required : Identification of Minority Business Participation form, including either Affidavit A or Affidavit B, as applicable.
Therefore, in compliance with this Request for Proposals, and subject to all conditions herein, the undersigned offers
and agrees, if this proposal is accepted, to furnish the subject services for a cost not to exceed:
By: (Signature) ___________________________________________________ Date: _________________________
Printed Name ____________________________________________ Title: __________________________________
END OF PROPOSAL FORM
Asheville City Schools RFP# 148-MAINT-052: Page 3 of 10
Parking Lot Maintenance at 3 Schools PROJECT

1. PURPOSE
The purpose of this solicitation is to request Proposals for the cracking filling, seal coating, and restriping of the
asphalt parking lot located at three (3) schools within Asheville City Schools ("ACS"), as per the specifications
described herein. The goal is to extend the life of the pavement and improve safety and appearance.
2. SCOPE OF WORK
A map of the Asheville High School campus, located at 419 McDowell St, Asheville, NC 28803, is included as
Exhibit B to this solicitation. The road and parking areas that apply to this solicitation are indicated in yellow on
Exhibit B. Areas not highlighted in yellow do not apply to this solicitation.
A map of the Asheville Middle School campus, located at 211 S. French Broad Ave, Asheville, NC 28801, is
included as Exhibit C to this solicitation. The road and parking areas that apply to this solicitation are indicated
in yellow on Exhibit C. Areas not highlighted in yellow do not apply to this solicitation.
A map of the Isaac Dickson Elementary School campus, located at 125 Hill St, Asheville, NC 28801, is included
as Exhibit D to this solicitation. The road and parking areas that apply to this solicitation are indicated in yellow
on Exhibit D. Areas not highlighted in yellow do not apply to this solicitation.
The scope of work includes the following:
Site Preparation: Thoroughly clean the entire asphalt surface, removing all dirt, debris, and loose gravel
using power blowers and brooms.
Edge Cleaning: Remove all vegetation and debris from the edges, curb lines, and cracks.
Crack Filling: Clean and fill all cracks 1/4 inch or larger with a hot-applied polymeric modified rubberized
crack sealant or approved equivalent.
Oil Spot Treatment: Apply a primer to all oil/gasoline stains to ensure seal coat adhesion.
Seal Coating: Apply one (1) coat of high-quality coal tar emulsion or asphalt emulsion sealer, mixed with
water, sand (3-5 pounds per gallon), and a latex modifier, to the entire applicable parking lot surfaces.
Restriping: Repaint all parking stalls, handicap symbols, arrows, and crosswalk using white or yellow traffic
paint (latex or alkyd) as per the existing layout.
Cleanup: Remove all traffic control devices and ensure the site is clean upon project completion. All waste
to be transported off site and disposed of at an approved site. All permits and any fees associated with this
project must be included in the Proposal.
3. REQUIREMENTS AND SPECIFICATIONS
The requirements and specifications include the following:
Experience: Contractor must have at least three (3) years' experience in commercial seal coating projects.
Materials: All materials must be applied according to manufacturer specifications.
Weather Conditions: Work shall only be performed when temperatures are 55oF and rising, with no rain
forecast for 24 hours post-application.
Site Access: Work must be coordinated to allow for partial access to the parking lot during business hours.
Safety: The contractor is responsible for barricading the work area to prevent vehicular/pedestrian traffic.
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4. SUBMISSION REQUIREMENTS
Proposals must include the following information:
o Company Profile: Years in business and licensing information.
o References: At least three (3) references for similar projects.
o Materials Used: Specification Sheets for sealer and crack filler.
o Itemized pricing:
Cost for Cleaning & Preparation
Cost for Crack Filling (Linear Footage)
Cost for Seal Coating (Square Footage)
Cost for Restriping (Number of Stalls/Linear Foot)
Total Project Cost
o Project Schedule: Estimated start date and duration.
5. EVALUATION CRITERIA
Proposals will be evaluated based on the following criteria:
o Total cost and value;
o Quality and suitability of materials;
o Proposer experience and references;
o Projected timelines and ability to meet deadlines.
6. PRE-PROPOSAL SITE VISIT
There will be a Mandatory Pre-Proposal Site Visit on 3/31/2026 at 2:00 pm starting at Asheville High School,
located at 419 McDowell St, Asheville, NC 28803. Attendance is required. The Site Visit will move from one
school to the next until all 3 schools are visited. Proposals will not be accepted from Proposers not represented
at the Mandatory Pre-Proposal Site Visit.
7. TIMELINE
Work shall start on or approximately June 15, 2026 and shall be completed no later than August 10, 2026.
8. CONDITIONS
Each Proposer shall fully acquaint itself with conditions relating to the scope and restrictions attending the
execution of the work under Contract. Proposers shall thoroughly examine and be familiar with the
Specifications.
It is also expected that the Proposers will obtain information concerning the conditions at locations that may
affect its work. The failure or omission of any Proposer to receive or examine any form, instrument, addendum
or other document, or to acquaint itself with existing conditions, shall in no way relieve it of any obligations with
respect to its Proposal or to the Contract.
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The Proposer shall make its own determination as to conditions and shall assume all risk and responsibility and
shall complete the work in and under conditions it may encounter or create, without extra cost to Asheville City
Schools.
9. SAFETY REGULATIONS:
The Contractor shall adhere to the rules, regulations, and interpretations of all state, federal, and local laws that
pertain to workers and site safety. This to include OSHA 1910, General Construction, or those regulations
mandated by these specifications.
10. CONFIDENTIAL INFORMATION
As provided by statute and rule, ACS will consider keeping trade secrets which the offeror does not want
disclosed, confidential. Each page shall be identified in boldface at the top and bottom as "CONFIDENTIAL".
Cost information shall not be deemed confidential. In spite of what is labeled as a trade secret, the
determination whether it is or not will be determined by North Carolina law.
11. HISTORICALLY UNDERUTILIZED BUSINESSES
Pursuant to General Statute 143-48 Executive Order #150, Asheville City Schools invited and encourages
participation in this procurement process by businesses owned by minorities, women, disabled, disabled
business enterprises and non-profit work centers for the blind and severely disabled.
Pursuant to 2 CFR 200.321, affirmative steps are required to assure that minority businesses, women's
business enterprises, and labor surplus area firms are used when possible. The proposer shall identify on its
bid/proposal the minority business participation it will use on the project (Identification of Minority Business
Participation) form and shall include either Affidavit A or Affidavit B as applicable. Required forms and
instructions are included as Exhibit A to this solicitation.
12. NONDISCRIMINATION
Contractor and any subcontractors employed by Contractor shall abide by the requirements of 41 CFR
60-1.4(a), 60-300.5(a) and 60-741.5(a). These regulations prohibit discrimination against qualified individuals
based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all
individuals based on their race, color, religion, sex, or national origin. Moreover, these regulations require that
covered prime contractors and subcontractors take affirmative action to employ and advance in employment
individuals without regard to race, color, religion, sex, national origin, protected veteran status or disability.
13. DEBARMENT
Proposer certifies by submitting a Proposal that the Proposer and/or any of its Principals are not presently
debarred, per the State's website: http://ncadmin.nc.gov/government-agencies/procurement/contracts/
debarred-vendors ; and are not presently debarred, per the Federal Excluded Parties List:
www.sam.gov/portal/public/SAM ; and are not listed on the Final Divestment List and Parent and Subsidiary List
located at https://www.nctreasurer.com/inside-the-department/OpenGovernment/Pages
/Iran-Divestment-Act-Resources.aspx which was created by the NC State Treasurer pursuant to N.C.G.S.
147-86.58, Iran Divestment Act; and are not suspended, proposed for debarment, declared ineligible or
voluntarily excluded from entering into this Agreement by any federal agency or by any department, agency or
political subdivision of the State.
14. COMPLIANCE
The Contractor shall comply with all laws, ordinances, codes, rules, regulations, and licensing requirements that
are applicable to the conduct of its business, including those of federal, state, and local agencies having
jurisdiction and/or authority.
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The Contractor shall obtain all licenses and permits required to execute a contract by authorities that have
jurisdiction.
The Contractor shall comply with all relevant ACS Policies and Procedures applicable to its provision of the
services described hereunder during the term of the Agreement. All Asheville City Schools Board Policies can
be found at https://www.boardpolicyonline.com/bl/?b=asheville_city
15. SPECIFICATIONS
Any deviation from the specifications indicated herein must be clearly pointed out and explained in detail.
Otherwise, it will be considered that items offered are in strict compliance with these specifications, and the
offeror will be held responsible therefore. The proposer shall not construe this paragraph as inviting deviation or
implying that any deviation will be acceptable.
16. AWARD OF CONTRACT
It is the intent to award this contract to a single overall offeror. The right is reserved, however, to make award
on the basis of individual items or groups of items, if such shall be considered to be most advantageous or
constitute the best interest of ACS. Best value procurement to the lowest responsive and responsible bidder is
the procurement goal of ACS.
This may be determined upon consideration of such factors as: prices offered; the quality of the articles offered;
the general reputation and performance capabilities of the offerors; the substantial conformity with the
specifications and other conditions set forth in the proposal; the suitability of the articles for the intended use;
the related services needed; the date or dates of delivery and performance; and such other factors deemed by
ACS to be pertinent and peculiar to the purchase in question. Unless otherwise specified by ACS or the offeror,
ACS reserves the right to accept any item or group of items on a multi-item proposal. In addition, on term
contracts, ACS reserves the right to make partial, progressive or multiple awards: where it is advantageous to
award separately by items; or where more than one supplier is needed to provide the contemplated
requirements as to quantity, quality, delivery, service, geographical areas; other factors deemed by ACS to be
pertinent or peculiar to the purchase in question.
17. PROTEST PROCEDURES
A party wanting to protest a contract awarded pursuant to this solicitation, must submit a written request to the
Chief Finance Officer of ACS using the contact information below. This request must be received by the Chief
Finance Officer within five (5) consecutive calendar days from the date of the contract award and must contain
specific sound reasons and any supporting documentation for the protest.
Heidi Kerns, Chief Finance Officer
Asheville City Schools
85 Mountain St, Asheville, NC 28801
Email: heidi.kerns@acsgmail.net
18. JESSICA LUNSFORD ACT
Under North Carolina law, certain sex offenders are prohibited from coming onto school campuses. Proposer
agrees to conduct an annual check of the N.C. Sex Offender and Public Protection Registration Program, the
N.C. Sexually Violent Predator Registration Program, and the National Sex Offender Registry for all of its
employees involved in this project. ACS prohibits any personnel listed on such registries from being on any
property owned or operated by ACS and from having any direct interaction with students. As a term of the
Agreement, said checks must be performed by the Contractor and reported to the ACS Superintendent or
Designee, upon request. Under provisions set forth in the Jessica Lunsford Act under North Carolina law, my
signature below certifies that neither I nor any employee or agent of Contractor that is involved with project is
listed as a sex offender on the NC Sex Offender and Public Protection Registration Program, the Sexually
Violent Predator Registration Program, and/or the National Sex Offender Registry.
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19. E-VERIFY
Service Provider shall comply with the requirements of G.S. Chapter 64, Article 2 (the "E-Verify Requirements").
20. INDEMNITY
Proposer will indemnify and save harmless ACS, its officers, agents, and employees from and against any and
all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, and attorneys' fees to the
extent resulting from a willful or negligent act or omission of the Proposer, its officers, or agents; provided,
however, that the Contractor shall not be liable for any suits, actions, legal proceedings, claims, demands,
damages, costs, expenses and attorneys' fees to the extent resulting from a willful or negligent act or omission
of the ACS, its officers, agents, or employees.
21. INSURANCE
If awarded a contract, the Proposer will provide a Certificate of Liability Insurance naming the District as
additional insured. The issuing insurer must provide 30 days written notice to the District of the expiration of the
insurance. As a minimum, the Contractor shall provide and maintain the following coverage and limits:
Workers' Compensation Insurance, including Employer's Liability with limits of $250,000 each accident. The
Aggregate Limit will not be less than $2,000,000.
Property Damage Insurance, including Liability Coverage, with a per occurrence limit of $1,000,000. The
Aggregate Limit will not be less than $2,000,000
Providing and maintaining adequate insurance coverage is a material obligation of the contractor and is of the
essence of this contract. All such insurance shall meet all laws of the State of North Carolina. Such insurance
coverage shall be obtained from companies that are authorized to provide such coverage and that are
authorized by the Commissioner of Insurance to do business in North Carolina. The Contractor shall at all times
comply with the terms of such insurance policies, and all requirements of the insurer under any such insurance
policies, except as they may conflict with existing North Carolina laws or this contract. The limits of coverage
under each insurance policy maintained by the contractor shall not be interpreted as limiting the contractor's
liability and obligations under the contract.
To the extent permitted by law, all or any part of any required insurance coverages may be provided under a
plan or plans of self-insurance. The coverages may be provided by the Contractor's parent corporation.
22. TERMINATION
ACS may terminate this agreement at any time by 15 days' notice in writing to the Contractor. If the contract is
terminated by ACS as provided herein, the Contractor shall be paid for services satisfactorily completed, less
payment or compensation previously made.
23. AVAILABILITY OF FUNDS
Any and all payments to the contractor are dependent upon and subject to the availability of funds. All contracts
are subject to annual renewal. Price adjustments may be considered at that time but none are automatic unless
spelled out in the bid/proposal and agreed upon by both parties.
24. CONTRACTS PAID THROUGH FEDERAL FUNDS
In the event that the Board provides compensation for services performed under this Agreement from a
qualifying federal funding source, either in whole or in part, Service Provider herewith accepts responsibility for
complying with applicable provisions of federal law, including, but not limited to, the Equal Employment
Opportunity (41 C.F.R. Part 60); Davis-Bacon Act (40 U.S.C. 3141-3148); Copeland "Anti-Kickback" Act (40
U.S.C. 3145); Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708); Clean Air Act (42 U.S.C.
7401-7671q.) and Federal Water Pollution Control Act (33 U.S.C. 1251-1387); Debarment and Suspension
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(Executive Orders 12549 and 12689); Byrd Anti-Lobbying Amendment (31 U.S.C. 1352); Procurement of
Recovered Materials (2 C.F.R. 200.322); and, Record Retention Requirements (2 CFR 200.324).
25. SALES AND USE TAX
NC public school systems are entitled to refunds from the State of North Carolina of certain sales and/or use
taxes paid to the State of North Carolina. This refund provision includes taxes paid by construction contractors
on materials which have become permanently affixed to buildings owned or leased by the school system,
accordance with the provisions of G.S. 105-164. 14(c).
Sales Taxes that are refundable to school systems include sales taxes paid in North Carolina by the school
system's contractors on purchases of building materials, supplies, fixtures and equipment which become a
part of or are annexed to any building or structure being erected, altered or repaired under contract with the
school system. Since contractors are required to pay tax on purchases of materials, ACS requires
Contractors to complete a Contractor's Statement of NC Sales and Use Tax Paid, which must include all of
the following:
a. the date the property was purchased;
b. the type of property purchased;
c. the project for which the property was used;
d. if the property was purchased in this State, the county in which it was purchased;
e. if the property was not purchased in this State, the county in which the property was used; and
f. the amount of sales and use taxes paid.
Sales Taxes that are not refundable to schools include, but are not limited to, scaffolding, forms for concrete,
fuel for the operation of machinery and equipment, tools, equipment repair parts and equipment rentals,
blueprints, etc., or any other items which do not become a part of or are not annexed to the building or
structure being erected, altered, or repaired.
Sales Taxes paid by a subcontractor must follow the guidelines as listed above for the contractor, the only
difference being that the subcontractor must submit their certification and accompanying documentation to
the contractor for the contractor to submit to the school system, as stated above.
26. QUALITY OF WORK
All work shall be performed in a good and professional manner by skilled, experienced workers. ACS shall be
responsible for determining the quality of work, and may notify the Contractor of the same.
27. PERFORMANCE AND DEFAULT
If, through any cause, the Contractor shall fail to fulfill in timely and proper manner the obligations under this
agreement, ACS shall thereupon have the right to terminate this contract by giving written notice to the
Contractor and specifying the effective date thereof. In that event, all finished or unfinished deliverable items
under this contract prepared by the Contractor shall, at the option of ACS, become its property, and the
Contractor shall be entitled to receive just and equitable compensation for any satisfactory work completed on
such materials.
In case of default by the Contractor, ACS may procure the services from other sources and hold the Contractor
responsible for any excess cost occasioned thereby.
Upon the entering of a judgment of bankruptcy of insolvency by or against the Contractor, the Agency may
terminate this contract for cause. Neither party shall be deemed to be in default of its obligations hereunder if
and so long as it is prevented from performing such obligations by any act of war, hostile foreign action, nuclear
explosion, riot, strikes, civil insurrection, earthquake, hurricane, tornado, or other catastrophic natural event or
act of God.
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28. TRANSFERABILITY OF CONTRACT
Other than by operation of law, no assignment of the Contract or any right accruing under this Contract shall be
made in whole or in part by the Contractor without the express written consent of ACS, which consent shall not
be unreasonably withheld; however, in the event of an assignment, the assignee shall assume the liability of the
Contractor.
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