ITB - Landfill Equipment (Bulldozer Track Excavator and Horizontal Grinder) (FEMA)

BRUNSWICK COUNTY
INVITATION TO BID
Landfill Equipment -
Bulldozer, Track Excavator, and
Horizontal Grinder
(FEMA Funding)
ISSUE DATE: February 24, 2026
DUE DATE: March 24, 2026

1. OVERVIEW
Pursuant to N.C.G.S. 143-129 and 2 C.F.R. 200.320(b)(1), Brunswick County is
soliciting sealed bids for one (1) bulldozer, one (1) track excavator, and one (1) horizontal
grinder, as more particularly set forth herein.
Any changes to the specifications herein will be made in the form of an Addendum to this
Invitation to Bid and will be supplied to all known prospective bidders and posted on the
Brunswick County website. Notwithstanding the foregoing, bidders will be responsible for
ensuring that they have all addenda. Brunswick County may negotiate and refine final
specifications with the selected bidder.
Bidders interested in being considered for a contract may submit a bid on any single piece
of equipment or on all pieces of equipment. Brunswick County reserves the right to award
one or more contracts to one or more bidders, based on the lowest bid received for each
piece of equipment.
2. PROJECT FUNDING AND REQUIREMENTS
The equipment covered by this Invitation to Bid was destroyed by Potential Tropical
Cyclone #8 ("PTC #8"), which significantly impacted Brunswick County in mid-September
2024. Brunswick County anticipates receiving funding from the Federal Emergency
Management Agency ("FEMA") as reimbursement to replace the equipment that was
destroyed. The County expects to receive $837,718.70 from FEMA to replace the
aforementioned equipment. Said funding is expected to be a 100% reimbursement of the
replacement costs of the equipment, based on a cost or price analysis performed by the
County, less insurance proceeds in the amount of $1,001,552.30 received by the County. In
using such FEMA funds, the County must comply with FEMA's terms and conditions
governing the expenditure of the funds. The County must also comply with the Uniform
Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards,
2 C.F.R. Part 200, and other such provisions as FEMA has determined or may determine
are applicable, including, without limitation, those contained in the FEMA Contract
Provisions Guide.
In accordance with the foregoing requirements, bidders interested in being considered for
this project must agree to strictly adhere to all terms and conditions contained herein,
including the Goods and Services Agreement, and all FEMA terms and conditions, as may
be amended from time to time by FEMA. Bidders not agreeing to all terms and conditions
are expressly prohibited from submitting a bid for consideration.
3. MINIMUM SPECIFICATIONS
The bulldozer must meet or exceed the following minimum specifications:
* Minimum 160 HP
* One set of Operator and Maintenance manuals (English)
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* Operating Weight - 40,000 lbs. minimum
* Fuel Capacity - 80 gallons minimum
* Track Shoe Width - 24 inches minimum
* Blade Capacity - 4 cubic yards minimum
* Closed cabin with air conditioning and heat
* AM/FM/Bluetooth radio
* Transmission - 3 speeds minimum
* Backup camera
* LED exterior lighting
* Real time slope indicator
* Delivery to the County must be within thirty (30) days of date of order
Include: Shipping/Freight FOB Destination and One (1) Year Minimum Unlimited
Warranty
The track excavator must meet or exceed the following minimum specifications:
* Machine Size - 200 series +
* Cab Type - closed cab
* Cab Options - air conditioning and heat, AM/FM clock radio
* Engine - 125 + horsepower
* Bucket Size - 46 inch minimum with side cutters
* Maximum Boom Reach - no less than 16 feet
* Maximum Digging Depth - no less than 25 feet
* Operating Weight - no less than 40,000lbs.
* Attachments - hydraulic thumb
* Rear view camera
* Exterior LED lights
* Exterior mirrors
* Drink/cup holder
* Digital display showing machine information
* Rear window emergency exit
* Delivery to the County must be within thirty (30) days of date of order
Include: Shipping/Freight, FOB Destination and One (1) Year Minimum Unlimited
Warranty
The horizontal grinder must meet or exceed the following minimum specifications:
* Minimum 1050 HP Diesel Engine
* One set of Operator and Maintenance manuals (English)
* Remote Control
* Minimum 500mm tracks
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* Low level fluid alarms
* Hydraulic clutch, 2-way brake release with Hydraulic torque limiter
* Vibration Detection System with auto reversing
* Horizontal discharge
* Variable speed infeed system
* Minimum 60" x 60" infeed opening
* Magnetized pulley for discharge conveyor.
* Delivery to the County must be within one hundred twenty (120) days of date of
order
Include: Shipping/Freight FOB Destination, and One (1) Year Minimum Unlimited
Warranty
4. BID DEADLINE AND SUBMISSION REQUIREMENTS
4.1 All sealed bids must be received by Brunswick County no later than March 24,
2026, at 10:00 AM ET, at which time they will opened publicly and read aloud as
set forth herein.
4.2 All bids must include the following:
The bid title and due date and time.
A cover letter/letter of intent on bidder's letterhead, signed by an authorized
representative of bidder, expressly agreeing to Brunswick County's terms and
conditions contained in this Invitation to Bid and its attachments.
The bidder's name or company name, address, and telephone number.
The name, address, and telephone number of company representatives with the
authority to answer questions or provide clarification regarding the bid's
contents.
A detailed Bid Proposal Form in substantially the form attached hereto and
incorporated herein by reference.
Any assistance requirements from Brunswick County.
The name and telephone number of a contact person for at least three (3)
references.
Certificate of Insurance as evidence that bidder meets the County's Minimum
Insurance Requirements attached hereto.
Proof of active SAM.gov registration.
Bidders shall provide documentation sufficient to clearly demonstrate that their company
meets or exceeds the requirements set forth in this Invitation to Bid. Failure to provide such
documentation may result in the bid being deemed non-responsive.
In addition to the foregoing, Brunswick County reserves the right to request financial
information for any bidder, in order to support the viability of the bidder.
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Those interested should submit one (1) hard copy of the bid. Sealed bids may only be
mailed or hand delivered to the following:
Mail: Brunswick County Operation Services
P.O. Box 249
Bolivia, NC 28422
Attn: Jeff Gaskill
Hand Delivery: Brunswick County Operation Services
179 March 9, 1764 Drive
Bolivia, NC 28422
Attn: Jeff Gaskill
Sealed bids must be received no later than March 24, 2026, at 10:00 AM ET, at which
time they will be opened and publicly read aloud within the Department of Operation
Services, located at 179 March 9, 1764 Drive, Bolivia, NC 28422. Sealed bids must be
clearly marked on the outside "SEALED BID, DO NOT OPEN. ITB - LANDFILL
EQUIPMENT." Brunswick County will not be responsible for the failure of any mail
or delivery service to deliver a bid prior to the stated date and time. Regardless of
the manner of submission, any bid received after the stated date and time will not be
considered. Incomplete bids or bids inconsistent with the required format may be
disqualified from consideration.
5. EXPENSES
Brunswick County will not be responsible for any costs or expenses incurred by the bidder
in submitting a bid or for any other activities associated with this procurement. Further,
Brunswick County reserves the right to cancel the procurement described herein prior to
issuance and acceptance of any contractual agreement even if the Board of Commissioners
has formally accepted the recommendation.
6. RIGHT TO SUBMITTED BIDS AND SUPPORTING DOCUMENTS
All written correspondence, bids and supporting documents received by Brunswick County
in connection with this Invitation to Bid will become the property of Brunswick County.
Brunswick County reserves the right to use any ideas in a bid or supporting documents
regardless of whether the bid is selected.
7. QUESTIONS/ADDENDA
Questions or requests for further information regarding this Invitation to Bid shall be
submitted in writing to the attention of donna.donahue@brunswickcountync.gov no later
than March 10, 2026, at 10:00 AM ET. A copy of all questions, further clarifications and
answers will be made in the form of an Addendum to this Invitation to Bid and will be
provided to all known bidders and posted on the County's website. Notwithstanding the
foregoing, bidders will be responsible for ensuring that they have all addenda.
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Bidders are expressly prohibited from contacting any Brunswick County official or
employee regarding this Invitation to Bid, except in the manner noted in this section.
A violation of this provision is grounds for the immediate disqualification of the
bidder.
8. FORM OF AGREEMENT
In addition to the terms and conditions contained in this Invitation to Bid, by submitting a
bid, bidder, if selected, agrees to enter into and be bound by the provisions of a Goods and
Services Agreement (Federal with FEMA clauses) in substantially the form attached hereto
and incorporated herein by reference. To the extent that any of the terms of this Invitation
to Bid and the terms of the Goods and Services (Federal with FEMA clauses) conflict, the
terms of the Goods and Services Agreement (Federal with FEMA clauses) shall prevail.
No agreement will be valid and no work may commence until the agreement has been fully
executed by the parties.
9. INSURANCE
To the extent applicable, bidder must procure and maintain in full force and effect during
the term of any agreement with Brunswick County, or the renewal of any agreement with
Brunswick County, the insurance coverage set forth in the Minimum Insurance
Requirements attached hereto and incorporated herein by reference.
In the event bidder fails to maintain any required insurance as outlined herein, Brunswick
County may, at its option, obtain the required insurance at the expense of the bidder.
10. BID CONDITIONS
10.1 Submission of a bid indicates explicit acceptance by the bidder of the terms and
conditions contained in this Invitation to Bid and any attachments hereto.
Brunswick County reserves the right to reject, without prejudice or explanation,
any or all bids. Brunswick County reserves the right to waive informalities or to
amend the specifications of this Invitation to Bid and request new bids at any time
prior to the award of a contract. All decisions of Brunswick County shall be final
and binding.
10.2 The bidder shall supply a single point of contact through bid acceptance. Brunswick
County will communicate solely through this contact regarding all issues relating
to the bid through acceptance.
11. CONSIDERATION OF WITHDRAWAL AND/OR REJECTION OF BID
11.1 Withdrawal
After submission, no bid may be withdrawn by the bidder for a period of ninety
(90) days following the opening date. Until that time, the bid will remain firm and
irrevocable.
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11.2 Rejection
A bid may be rejected if the bidder fails to:
Submit the bid in the format specified.
Supply the minimum information requested.
Submit all addenda, addenda responses and templates.
Submit the bid by the date and time required.
Submit a cost bid with unbundled, detailed, and itemized pricing.
Provide truthful and accurate information in the bid.
12. AWARD
Brunswick County reserves the right to award a contract, based on initial bids received
from bidders, without discussion and without conducting further negotiations. Brunswick
County reserves the right to award one or more contracts to one or more bidders based on
the lowest responsive, responsible bid for each piece of equipment. Brunswick County may
also, in its sole discretion, initiate further discussions with bidders that it deems to fall
within a competitive range. Award shall be made to the lowest responsive, responsible
bidder unless otherwise specified. The awarded contract will be on a firm fixed-price basis.
Brunswick County shall not be deemed to have finally selected a bidder until a contract
has been successfully negotiated and signed by both parties.
13. NON-DISCLOSURE OF INFORMATION
Bidder and its agents shall treat all data and information associated with this Invitation to
Bid, including, without limitation, the Invitation to Bid and specifications as confidential.
Bidder and its agents shall not disclose or communicate any information to a third party or
use such information in advertising, propaganda and/or in another job or jobs, unless prior
written consent is obtained from Brunswick County.
14. NORTH CAROLINA PUBLIC RECORDS
All bids received by Brunswick County shall be considered public information subject to
lawful disclosure under North Carolina Public Records Law. Any bid material deemed by
the bidder to constitute either proprietary or trade secret material shall be designated as
such, and each page or section of a page containing such material shall be so marked by
the bidder. In addition, it shall be the sole responsibility of the bidder to demonstrate to a
court of competent jurisdiction that their designation is proper. Brunswick County shall not
make public any material determined by a court of competent jurisdiction to be proprietary
or trade secret. Bidder hereby agrees to indemnify and hold Brunswick County harmless
from any and all claims, suits, damages, penalties, or expenses arising out of bidder's
proprietary or trade secret designation.
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15. AMENDMENTS/CHANGE ORDERS
After a contract is awarded to a bidder and the parties enter into a formal agreement, a
written amendment or change order will be required for any changes to the scope of the
project.
16. DISCLAIMER OF FEDERAL GOVERNMENT OBLIGATIONS OR LIABILITY
If applicable, the bidder, and any subcontractors, acknowledge and agree that,
notwithstanding any concurrence by the federal government in or approval of the
solicitation or award of a contract in connection with this Invitation to Bid, absent the
express written consent by the federal government, the federal government is not a party
to this solicitation or any subsequent agreement and shall not be subject to any obligations
or liabilities to the bidder, or any other party (whether or not a party to this solicitation or
subsequent agreement) pertaining to any matter resulting from the solicitation or
subsequent agreement. It is further agreed that this clause shall be included in each
subcontract, if applicable, and shall not be modified, except to identify the subcontractor
who will be subject to its provision.
17. COMPLIANCE WITH FEDERAL LAWS, REGULATIONS, AND EXECUTIVE
ORDERS
Bidder hereby acknowledges that federal financial assistance may be used to fund all or a
portion of this procurement. As such, bidder will comply with all applicable federal laws,
regulations, executive orders, federal government policies, procedures, directives, and the
terms and conditions of the funding award. Bidder further acknowledges that funding is
contingent upon compliance with the foregoing.
18. FEDERAL UNIFORM GUIDANCE
If funding for this procurement is from a federal source, whether in whole or in part, the
following provisions also apply pursuant 2 C.F.R. Part 200, Appendix II (as applicable).
These provisions are incorporated by reference to the extent permitted by applicable
statute. They may also be set forth in more detail in the attached Form of Agreement.
Additional provisions may also be set forth in more detail in the attached Form of
Agreement, as may be required by the federal grantor agency, on a case-by-case basis.
Contractors must also agree to enter into and be bound by the provisions of the Form of
Agreement in substantially the form provided.
Equal Employment Opportunity (41 C.F.R. Part 60)
Davis-Bacon Act (40 U.S.C. 3141-3148; 29 C.F.R. Part 5)
Copeland "Anti-Kickback" Act (40 U.S.C. 3145; 29 C.F.R. Part 3)
Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708; 29
C.F.R. Part 5)
Clean Air Act (42 U.S.C. 7401 et seq.)
Federal Water Pollution Control Act (33 U.S.C. 1251 et seq.)
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Debarment and Suspension (2 C.F.R. 200.214; 2 C.F.R. Part 3000; Executive
Orders 12549 and 12689)
Byrd Anti-Lobbying Amendment (31 U.S.C. 1352 et seq.)
Domestic Preference for Procurements (2 C.F.R. 200.322)
Build America, Buy America Act (2 C.F.R. Part 184; Pub. L. 117-58 70901-
52)
Procurement of Recovered Materials (2 C.F.R. 200.323)
Record Retention Requirements (2 C.F.R. 200.334; 2 C.F.R. 200.337)
Prohibition on Contracting for Covered Telecommunications Equipment or
Services (2 C.F.R. 200.216)
No Obligation by Federal Government (2 C.F.R. 200.318(k))
Program Fraud and False or Fraudulent Statements or Related Acts (31 U.S.C.
3729-3733)
Socioeconomic Contracting (2 C.F.R. 200.321)
Providing Good, Safe Jobs to Workers (FEMA Information Bulletin No. 520)
Buy Clean (Inflation Reduction Act)
Copyrights (2 C.F.R. 200.315)
Title VI of the Civil Rights Act of 1964
Section 504 of the Rehabilitation Act of 1973
The Age Discrimination Act of 1975
19. SAM.GOV REGISTRATION
Interested bidders must have an active registration in the federal System for Award
Management (SAM.gov). Interested bidders must provide proof of such registration with
the submitted bid.
20. UTILIZATION OF SMALL BUSINESS CONCERNS
Pursuant to 48 C.F.R. 52.219-8:
"(a) It is the policy of the United States that small business concerns, veteran-owned small
business concerns, service-disabled veteran-owned small business concerns,
HUBZone small business concerns, small disadvantaged business concerns, and
women-owned small business concerns shall have the maximum practicable
opportunity to participate in performing contracts let by any Federal agency, including
contracts and subcontracts for subsystems, assemblies, components, and related
services for major systems. It is further the policy of the United States that its prime
bidders establish procedures to ensure the timely payment of amounts due pursuant to
the terms of their subcontracts with small business concerns, veteran- owned small
business concerns, service-disabled veteran-owned small business concerns,
HUBZone small business concerns, small disadvantaged business concerns, and
women-owned small business concerns.
(b) The Bidder hereby agrees to carry out this policy in the awarding of subcontracts to
the fullest extent consistent with efficient contract performance. The Bidder further
agrees to cooperate in any studies or surveys as may be conducted by the United States
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Small Business Administration or the awarding agency of the United States as may
be necessary to determine the extent of the Bidder's compliance with this clause.
(c) Definitions. As used in this contract -
HUBZone small business concern means a small business concern that appears on
the List of Qualified HUBZone Small Business Concerns maintained by the Small
Business Administration.
Service-disabled veteran-owned small business concern -
(1) Means a small business concern -
(i) Not less than 51 percent of which is owned by one or more service-
disabled veterans or, in the case of any publicly owned business, not less
than 51 percent of the stock of which is owned by one or more service-
disabled veterans; and
(ii) The management and daily business operations of which are controlled
by one or more service-disabled veterans or, in the case of a service-
disabled veteran with permanent and severe disability, the spouse or
permanent caregiver of such veteran.
(2) Service-disabled veteran means a veteran, as defined in 38 U.S.C. 101(2),
with a disability that is service-connected, as defined in 38 U.S.C. 101(16).
Small business concern means a small business as defined pursuant to Section 3 of the
Small Business Act and relevant regulations promulgated pursuant thereto.
Small disadvantaged business concern means a small business concern that represents,
as part of its offer that-
(1)
(i) It has received certification as a small disadvantaged business concern
consistent with 13 CFR part 124, subpart B;
(ii) No material change in disadvantaged ownership and control has
occurred since its certification;
(iii) Where the concern is owned by one or more individuals, the net worth
of each individual upon whom the certification is based does not exceed
$750,000 after taking into account the applicable exclusions set forth at
13 CFR 124.104(c)(2); and
(iv) It is identified, on the date of its representation, as a certified small
disadvantaged business in the CCR Dynamic Small Business Search
database maintained by the Small Business Administration, or
(2) It represents in writing that it qualifies as a small disadvantaged business
(SDB) for any Federal subcontracting program, and believes in good faith
that it is owned and controlled by one or more socially and economically
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