City Hall 3rd Floor Renovation

CITY OF FAYETTEVILLE, NC | ITB No.COF1517005 | City Hall 3rd Floor Renovation
CITY OF FAYETTEVILLE, NORTH CAROLINA
INVITATION TO BID - CONSTRUCTION
City Hall 3rd Floor Renovation
ITB No. COF1517005
DATE ISSUED: July 1, 2026
BIDS DUE: July 23, 2026 at 2:00 PM ET
FUNDING SOURCE: General Fund
ISSUED BY: City of Fayetteville, North Carolina
PRIMARY CONTACT: Kim Toon, Purchasing Manager
KimberlyToon@fayettevillenc.gov
(910) 433-1942
OFFERORS ARE NOT REQUIRED TO RETURN THIS FORM.
City of Fayetteville, NC | 433 Hay Street, Fayetteville, NC 28301 | (910) 433-1942 Page 1 of 98

CITY OF FAYETTEVILLE, NC | ITB No.COF1517005 | City Hall 3rd Floor Renovation
A MESSAGE FROM THE CITY OF FAYETTEVILLE CITY MANAGER, DR. DOUGLAS J. HEWETT, ICMA-CM
The City of Fayetteville is fully committed to providing Small Local Business Enterprises (SLBEs) and
small businesses an equal opportunity to participate in all aspects of City contracting, including but not
limited to participation in the procurement of contracts relating to construction, professional services,
equipment, supplies, and improvements to facilities throughout the City.
It is the policy of the City to prohibit discrimination against any person or business in pursuit of these
opportunities on the basis of race, sex, color, religion, national origin, age, or disability, and to conduct
its contracting and purchasing programs so as to prevent such discrimination. The City is committed to
following all applicable federal, state, and local laws as they relate to procurement practices.
Small Business Participation Commitment
The City will actively seek and identify qualified small businesses, including SLBEs, and offer them the
opportunity to participate in the procurement of contracts for all City purchasing and service contracts as
well as construction and repair contracts. The City aspires to spend 40% of its eligible contract dollars
with small local suppliers and contractors.
Small Business Enterprise Program
The City's Charter has been amended by the General Assembly (H.B. 198) to establish a small business
enterprise program to promote the development of small local businesses. The City is authorized to
establish bid and proposal specifications that include measures to enhance participation by small
business enterprises located in Cumberland and Hoke Counties, including:
* Arranging solicitations, specifications, and contract requirements to facilitate small business
participation
* Providing technical assistance and capacity building programs
* Carrying out information and communication programs on contracting procedures and
opportunities
* Implementing outreach programs to identify and engage qualified small businesses
* Offering supportive services to help small businesses compete effectively
* Ensuring prompt payment to subcontractors
* Simplifying bonding and insurance requirements where appropriate
Federal and State-Funded Projects - Important Notice
In accordance with state directive following the U.S. Department of Transportation's October 3, 2025
Interim Final Rule to 49 CFR Part 26:
For Federally-Funded Contracts:
* No DBE goals may be established for federally-funded contracts until further guidance is provided
by the state
* All existing DBE certifications are in suspended status pending Unified Certification Program
(UCP) reevaluation under new individualized disadvantage standards
* Firms are not required to submit DBE participation commitments at this time
For State-Funded Contracts:
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CITY OF FAYETTEVILLE, NC | ITB No.COF1517005 | City Hall 3rd Floor Renovation
TABLE OF CONTENTS
Small Business Participation Commitment ......................................................................................... 2
Small Business Enterprise Program ................................................................................................... 2
Federal and State-Funded Projects - Important Notice .................................................................... 2
For Federally-Funded Contracts: .................................................................................................... 2
For State-Funded Contracts: .......................................................................................................... 2
Equal Opportunity for All .................................................................................................................... 3
TABLE OF CONTENTS ......................................................................................................................... 4
NOTICE TO BIDDERS .......................................................................................................................... 8
SECTION 1: INTRODUCTION & GENERAL INSTRUCTIONS .............................................................. 9
1.1 Intent of Invitation to Bid .............................................................................................................. 9
1.2 Background ................................................................................................................................. 9
The purpose of this construction project is to renovate an existing storage room located on the 3rd
floor of City Hall at 433 Hay Street, Fayetteville, NC 28301, and convert the space into functional
office accommodations to support City operations. The renovation is intended to improve the
utilization of existing interior space by creating three equally sized private offices and an adjoining
corridor within the current building footprint. ....................................................................................... 9
The project site is located within the occupied City Hall facility in downtown Fayetteville, North
Carolina. Contractors shall be expected to coordinate all work activities to minimize disruption to
ongoing City operations and maintain safe access throughout the duration of construction................ 9
The scope of work includes all associated architectural, mechanical, electrical, IT/data, fire sprinkler,
and life safety modifications necessary to support the renovated office layout and to ensure
compliance with applicable building codes, egress requirements, and City of Fayetteville standards. 9
There are no known prior contracts associated with this specific renovation scope. ........................... 9
1.3 ITB Schedule ............................................................................................................................. 10
1.4 Pre-Bid Meeting (MANDATORY) ............................................................................................... 10
1.5 Vendor Registration ................................................................................................................... 10
SECTION 2: BID SUBMISSION REQUIREMENTS ............................................................................. 11
2.1 Submission of Bids .................................................................................................................... 11
2.2 Bid Contents .............................................................................................................................. 11
2.3 Request for Clarification ............................................................................................................ 12
2.4 Addenda .................................................................................................................................... 12
2.5 Withdrawal of Bids ..................................................................................................................... 12
2.6 Public Records .......................................................................................................................... 12
2.7 Insurance Requirements ........................................................................................................... 12
2.8 Contractor Licensing ................................................................................................................. 13
2.9 Conflict of Interest ..................................................................................................................... 13
2.10 City's Reserved Rights ............................................................................................................ 13
SECTION 3: EVALUATION OF BIDS .................................................................................................. 14
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CITY OF FAYETTEVILLE, NC | ITB No.COF1517005 | City Hall 3rd Floor Renovation
3.1 Award Standard - Lowest Responsive, Responsible Bidder .................................................... 14
3.2 Responsiveness and Responsibility Criteria .............................................................................. 14
3.3 Evaluation Process .................................................................................................................... 14
3.4 Confidentiality During Evaluation ............................................................................................... 14
SECTION 4: AGREEMENT & GENERAL CONDITIONS ..................................................................... 15
4.1 Contract Term ........................................................................................................................... 15
4.2 Contract Execution .................................................................................................................... 15
4.3 Availability of Funds .................................................................................................................. 15
4.4 Non-Discrimination / Equal Opportunity ..................................................................................... 15
4.5 E-Verify Compliance .................................................................................................................. 15
4.6 NC Secretary of State Registration ............................................................................................ 15
4.7 Collusive Bidding ....................................................................................................................... 15
4.8 General Indemnity ..................................................................................................................... 15
4.9 ADA Compliance and Accessibility Requirements ..................................................................... 15
4.10 Assignment and Subcontracting .............................................................................................. 16
4.11 Termination ............................................................................................................................. 16
4.12 Dispute Resolution .................................................................................................................. 17
4.13 Notification of Legal Issues ...................................................................................................... 17
SECTION 5: NC CONSTRUCTION PROCUREMENT TERMS AND CONDITIONS ............................ 18
5.1 Formal Bidding Requirements - G.S. 143-128 and 143-129 .................................................... 18
5.2 Performance Bond and Payment Bond - G.S. 44A-26 and 44A-27 ......................................... 18
5.3 Bid Security / Bid Bond .............................................................................................................. 18
5.4 Retainage - G.S. 143-134.1 .................................................................................................... 18
5.5 Prompt Payment - G.S. Chapter 22C (NC Prompt Pay Act) .................................................... 18
5.6 Change Orders and Modifications ............................................................................................. 19
5.7 Substantial Completion and Final Completion ........................................................................... 19
5.8 Liquidated Damages ................................................................................................................. 19
5.9 Construction Safety - OSHA and NC OSH .............................................................................. 19
5.10 Lien Waivers and Releases - G.S. Chapter 44A .................................................................... 19
5.11 Sales Tax Exemption - G.S. 105-164.14(b) ........................................................................... 19
5.12 Materials, Testing, and Inspections ......................................................................................... 19
5.13 Environmental Compliance ...................................................................................................... 19
5.14 Contractor's License Compliance - G.S. 87-1........................................................................ 20
5.15 Warranty .................................................................................................................................. 20
5.16 NC General Statutes Reference .............................................................................................. 20
SECTION 6: SUBCONTRACTOR REQUIREMENTS AND FLOW-DOWN TERMS ............................. 21
6.1 Subcontractor Identification and Approval ................................................................................. 21
6.2 Subcontractor Changes - Immediate Reporting Requirement ................................................. 21
6.3 Flow-Down Terms and Conditions ............................................................................................. 21
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CITY OF FAYETTEVILLE, NC | ITB No.COF1517005 | City Hall 3rd Floor Renovation
6.4 Sub-Tier Subcontractors ............................................................................................................ 22
SECTION 7: SDBE & HUB PROGRAM REQUIREMENTS .................................................................. 23
7.1 City of Fayetteville SDBE Program ............................................................................................ 23
7.2 NC HUB Program - G.S. 143-48, G.S. 143-48.4, G.S. 143-128.2, and G.S. 143-128.4 ........... 23
7.3 HUB Affidavit Forms (See Attachment L)................................................................................... 23
7.4 Reporting Requirements During Contract Performance ............................................................. 23
SECTION 8: SCOPE OF WORK ......................................................................................................... 24
8.1 Overview ................................................................................................................................... 24
8.2 Detailed Requirements .............................................................................................................. 24
8.3 Performance Standards ............................................................................................................. 24
8.4 Project Timeline and Phasing .................................................................................................... 25
The anticipated award of contract is September 2026, with an estimated Notice to Proceed (NTP)
date of October 2026. ....................................................................................................................... 25
The construction duration will be determined based on the Contractor's proposed schedule and
sequencing plan submitted following contract award. Substantial Completion and Final Completion
dates will be established upon review and acceptance of the Contractor's schedule. ....................... 25
8.5 City Responsibilities .................................................................................................................. 25
8.6 Deliverables .............................................................................................................................. 26
SECTION 9: RESPONDENT INFORMATION SHEET ......................................................................... 27
SECTION 10: BID RESPONSE FORM ................................................................................................ 28
ATTACHMENT A: BID SCHEDULE / FINANCIAL PROPOSAL ........................................................... 29
ATTACHMENT B: REFERENCES FORM (CONSTRUCTION) ............................................................ 30
ATTACHMENT C: SMALL BUSINESS PARTICIPATION (SDBE & HUB PROGRAMS) ...................... 31
C.1 City of Fayetteville SDBE Program ........................................................................................... 31
C.2 NC HUB Program ..................................................................................................................... 31
ATTACHMENT D: CERTIFICATION OF FINANCIAL CONDITION ...................................................... 32
ATTACHMENT E: LOCATION OF WORKERS UTILIZED BY VENDOR ............................................. 33
ATTACHMENT F: NON-COLLUSION CERTIFICATION ...................................................................... 34
ATTACHMENT G: DEBARMENT, SUSPENSION & RESPONSIBILITY CERTIFICATION .................. 35
ATTACHMENT H: PENDING LITIGATION & LEGAL PROCEEDINGS DISCLOSURE ....................... 36
ATTACHMENT I: SUBCONTRACTOR LIST AND CHANGE NOTIFICATION FORM .......................... 38
SUBCONTRACTOR CHANGE NOTIFICATION FORM ................................................................... 39
ATTACHMENT J: BID BOND / PERFORMANCE BOND / PAYMENT BOND ...................................... 40
BID BOND ........................................................................................................................................ 40
PERFORMANCE BOND - G.S. 44A-26 ......................................................................................... 40
PAYMENT BOND - G.S. 44A-27 .................................................................................................... 41
ATTACHMENT K: DRAFT CITY OF FAYETTEVILLE GENERAL CONSTRUCTION CONTRACT ...... 42
EXHIBITS ......................................................................................................................................... 94
ATTACHMENT L: HUB / SDBE AFFIDAVITS (BIDDER MUST COMPLETE AND RETURN) .............. 95
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CITY OF FAYETTEVILLE, NC | ITB No.COF1517005 | City Hall 3rd Floor Renovation
HUB AFFIDAVIT A - LISTING OF PROPOSED SDBE/HUB SUBCONTRACTORS AND
SUPPLIERS ..................................................................................................................................... 95
HUB AFFIDAVIT B - GOOD FAITH EFFORTS DOCUMENTATION .............................................. 96
HUB AFFIDAVIT C - SDBE/HUB CERTIFICATION AND UTILIZATION COMMITMENT ............... 97
PART I - Prime Contractor SDBE/HUB Status ............................................................................ 97
PART II - Utilization Commitment ............................................................................................... 97
PART III - Certification ................................................................................................................ 98
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CITY OF FAYETTEVILLE, NC | ITB No.COF1517005 | City Hall 3rd Floor Renovation
NOTICE TO BIDDERS
Pursuant to N.C.G.S. 143-129, sealed bids will be received by the City of Fayetteville, until 2:00 p.m.,
July 23, 2026, at City Hall, 433 Hay Street, Fayetteville, North Carolina, at which time they will be publicly
opened and read aloud for the following:
The project consists of the renovation of an existing storage room located on the 3rd floor of
City Hall at 433 Hay Street, Fayetteville, NC 28301. The renovation will convert the existing
space into three equally sized private offices and an adjoining corridor. The work shall include
all associated architectural, mechanical, electrical, IT/data, fire sprinkler, and life safety
modifications necessary to provide compliant egress and meet applicable City of Fayetteville
standards and code requirements.
Project No.COF1517005
Bids may be mailed to the City Purchasing Office, Attn: Kimberly Toon, Purchasing Manager, 433 Hay
Street, Fayetteville, NC 28301, or may be delivered in person or by express mail to the same address.
The City of Fayetteville will not be responsible for picking up bids at the post office. Bids arriving after the
hour designated for opening shall not be considered.
Plans, specifications, and bid documents may be obtained in the Purchasing Office of the City of
Fayetteville, 2nd floor, City Hall, 433 Hay Street, between the hours of 8:00 a.m. and 5:00 p.m., Monday
through Friday, or by email request to KimberlyToon@fayettevillenc.gov. Bid Documents are also posted
at: https://www.fayettevillenc.gov/City-Departments/Finance/Purchasing/Bid-Opportunities.
The advertisement for this Invitation to Bid was published at least seven (7) full days before the bid
opening date in a newspaper of general circulation and/or electronically in accordance with G.S. 143-
129(b).
THIS PROJECT IS FUNDED SOLELY WITH CITY OF FAYETTEVILLE GENERAL FUND / LOCAL
FUNDS. No federal funding is involved. Federal terms and conditions - including Davis-Bacon
prevailing wage requirements and federal Buy American provisions - do not apply to this contract.
Questions regarding this bid must be submitted in writing by e-mail to Kimberly Toon, Purchasing
Manager, at COFbiddingquestions@fayettevillenc.gov no later than 5:00 p.m. on the deadline stated in
the ITB Schedule. Bidders are expressly prohibited from contacting any City of Fayetteville official or
employee except through the designated channel above.
The City reserves the right to reject any or all bids and to waive all informalities or irregularities, taking
into consideration quality, performance, and the time specified in the bids for the performance of the
contract, and to award the contract to the lowest responsive and responsible bidder whose bid conforms
to all material requirements of the Invitation to Bid.
City of Fayetteville
Kim Toon, CLGPO - Purchasing Manager
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CITY OF FAYETTEVILLE, NC | ITB No.COF1517005 | City Hall 3rd Floor Renovation
SECTION 1: INTRODUCTION & GENERAL INSTRUCTIONS
1.1 Intent of Invitation to Bid
The purpose and intent of this Invitation to Bid (ITB) is to solicit competitive sealed bids from qualified,
licensed general contractors to The purpose and intent of this Invitation to Bid (ITB) is to solicit competitive
sealed bids from qualified, licensed general contractors to provide renovation services for an existing
storage room located on the 3rd floor of City Hall at 433 Hay Street, Fayetteville, NC 28301. The project
includes the conversion of the existing space into three equally sized private offices and an adjoining
corridor, including all associated architectural, mechanical, electrical, IT/data, fire sprinkler, and life safety
modifications required to meet applicable codes, compliant egress requirements, and City of Fayetteville
standards.
The resulting contract is expected to provide a fully completed and code-compliant office renovation that
delivers functional private office space, upgraded building systems, and all necessary supporting
infrastructure in accordance with the project plans, specifications, and applicable regulatory
requirements.
Bids shall include an allowance of $10,000 for all labor and materials for the associated fire sprinkler
system modification work.
The following documents constitute this ITB:
* This document (base ITB and all sections)
* Section 5: NC Construction Procurement Terms and Conditions
* Section 6: Subcontractor Requirements and Flow-Down Terms
* Section 7: HUB/SDBE Program Requirements
* Section 8: Scope of Work / Technical Specifications
* Section 9: Respondent Information Sheet
* Section 10: Bid Response Form
* All required Attachments (A through L)
1.2 Background
The purpose of this construction project is to renovate an existing storage room located on the
3rd floor of City Hall at 433 Hay Street, Fayetteville, NC 28301, and convert the space into
functional office accommodations to support City operations. The renovation is intended to
improve the utilization of existing interior space by creating three equally sized private offices
and an adjoining corridor within the current building footprint.
The project site is located within the occupied City Hall facility in downtown Fayetteville, North
Carolina. Contractors shall be expected to coordinate all work activities to minimize disruption
to ongoing City operations and maintain safe access throughout the duration of construction.
The scope of work includes all associated architectural, mechanical, electrical, IT/data, fire
sprinkler, and life safety modifications necessary to support the renovated office layout and to
ensure compliance with applicable building codes, egress requirements, and City of
Fayetteville standards.
There are no known prior contracts associated with this specific renovation scope.
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CITY OF FAYETTEVILLE, NC | ITB No.COF1517005 | City Hall 3rd Floor Renovation
1.3 ITB Schedule
Action / Event Responsibility Date / Time
Mandatory Pre-Bid Conference / City & Bidders Wednesday, July 8,2026 at 1:00
Site Walk-Through PM
Deadline for Written Questions Bidders Tuesday, July 14, 2026 at 5:00PM
City Response to Questions / City of Fayetteville Thursday, July 16, 2026
Addendum Posted
Bid Submission Deadline Bidders Thursday, July 23,2026 at 2:00PM
Public Bid Opening City of Fayetteville Thursday, July 23,2026 at 2:00PM
Evaluation / Responsibility Review City of Fayetteville Tuesday, July 28, 2026, at
4:00pm
Anticipated Award / Council City of Fayetteville Tuesday, August 5, 2026, at
Approval 10:00am
Contract Execution City of Fayetteville Tuesday, August 18, 2026, at
10:00am
Notice to Proceed City of Fayetteville TBD
All dates are subject to change. Any modifications will be communicated via addendum.
1.4 Pre-Bid Meeting (MANDATORY)
Attendance at the Pre-Bid Meeting and Site Walk-Through is MANDATORY. The meeting will be
held at 433 Hay Street, City Hall Building, Winslow 3rd floor, on the date listed in the ITB Schedule
above. Contractors who fail to attend will be deemed non-responsive and their bids will not be accepted.
Late arrivals will not be permitted to sign in, participate in the site visit, or have their bid considered.
Any information shared during the meeting must be confirmed by written addendum to constitute part of
the official ITB.
1.5 Vendor Registration
All vendors wishing to do business with the City of Fayetteville must register through the City's Vendor
Portal at Doing Business with the City | City of Fayetteville, N.C. . A completed W-9 must be submitted
with registration. Contractors must hold a valid NC General Contractor's License (G.S. 143-128(a1) at
the time of bid submission.
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