Manhole Rings, Covers & Lids

INVITATION FOR BID
Manhole Rings, Covers & Lids
CITY OF WINS TON-SALEM
Bids Will B e Opened
10:00 a.m., Aug ust 31st, 2026
SUITE 324, CITY HALL BUILDING
101 NORTH M AIN STREET
WINSTON-SALEM, NORTH CAROLINA
CITY/COUNTY PURCHASING DEPARTMENT
324 City Hall Building
Winston-Salem, NC 27101
IF 2743 Manhole Rings, Covers & Lids Page 1 of 13

Notice to Bidders
It is the policy of the City of Winston-Salem that an employee, officer, or agent of the City may not
participate in any manner in the bidding, awarding, or administering of contracts in which they, or a
member of their immediate family, their business partner, or any organization in which they serve as an
officer, director, trustee, or employee, have a financial interest.
The successful bidder must comply with all provisions of the Americans with Disabilities Act (ADA)
and all rules and regulations promulgated thereunder. By submitting a bid, the successful bidder agrees
to indemnify the City from and against all claims, suits, damages, costs, losses, and expenses in any
manner arising out of, or connected with, the failure of the Company, its subcontractors, agents,
successors, assigns, officers, or employees to comply with the provisions of the ADA or the rules and
regulations promulgated thereunder.
All bids must be firm and not subject to increase, unless specified within the provisions of this Invitation
for Bid (IFB) and mutually agreed upon by the City and the proposer.
No special inducements will be considered that are not a part of the original bidding document.
City Rights and Options
The City, at its sole discretion, reserves the following rights:
* To supplement, amend, substitute or otherwise modify this IFB at any time
* To cancel this IFB with or without the substitution of another IFB
* To take any action affecting this IFB, this IFB process, or the equipment subject to this IFB that
would be in the best interests of the City
* To issue additional requests for information
Public Records
Any material submitted in response to this IFB will become a "public record" once the bidder's
document(s) is opened and the bidder is determined to be a participant in the solicitation process and
shall be subject to public disclosure consistent with Chapter 132, North Carolina Statutes. Bidders must
claim any applicable exemptions to disclosure provided by law in their response to this IFB. Bidders
must identify materials to be protected and must state the reasons why such exclusion from public
disclosure is necessary and legal. The City reserves the right to make all final determination(s) of the
applicability of North Carolina General Statutes 132-1.2, Confidential Information.
Familiarity with Laws and Ordinances
The submission of a bid on the items/ equipment requested herein shall be considered as a representation
that the bidder is familiar with all federal, state, and local laws, ordinances, rules and regulations which
affect those engaged or employed in the provision of such services, or equipment used in the provision
of such services, or which in any way affects the conduct of the provision of such services; and no plea
of misunderstanding will be considered on account of ignorance thereof. If the bidder discovers any
provisions in the IFB documents that are contrary to or inconsistent with any law, ordinance, or
regulation, it shall be reported to the City in writing without delay.
The bidder agrees that in carrying out this contract, compliance will be maintained with all applicable
federal, state, and local laws, specifically including, without limitations, the Occupational Safety and
Health Act of 1970 and Section 1324A, the Immigration Reform and Control Act.
The bidder certifies that the bid is made in good faith and without collusion with any person bidding on
this contract or with any officer or employee of the City of Winston-Salem.
The undersigned further agrees, in connection with the performance of this contract, not to discriminate
against any employee or applicant for employment because of race, religion, color, gender, age,
handicap, political affiliation or national origin.
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Ethics Policy / Code of Conduct
The City of Winston-Salem has established guidelines for ethical standards of conduct for City
representatives and to provide guidance in determining what conduct is appropriate in particular cases.
City representatives should maintain high standards of personal integrity, truthfulness, honesty, and
fairness in carrying out public duties; avoid any improprieties in their roles as public servants including
the appearance of impropriety; and never use their position or power for improper personal gain. In
establishing an ethics policy, the City of Winston-Salem desires to protect the public against decisions
that are affected by undue influence, conflicts of interest, or any other violation of these policies as well
as promote and strengthen the confidence of the public in their governing body. For a complete review
of the City Policy click the following link.
http://www.cityofws.org/Home/Departments/Purchasing/Articles/Bids
Equal Employment Opportunity / ADA
The Contractor shall not discriminate against any employee or applicant for employment because of
race, creed, color, religion, national origin, political affiliation, gender, age or disability. The contractor
shall comply with all applicable laws and regulations regarding the American with Disabilities Act
(www.ADA.gov) as amended from time to time and all rules and regulations promulgated thereunder
and other laws and regulations pertaining to equal employment. The Contractor hereby agrees to
indemnify the Owner from and against all claims, suits, damages, costs, losses and expenses in any
manner arising out of or connected with the failure of the contractor, its subcontractors, agents,
successors, assigns, officers or employees to comply with the provisions of the ADA or rules and
regulations promulgated thereunder. The Contractor agrees to act affirmatively in its employment and
promotion practices, and in the general treatment of its employees.
Stimulation of the Local Economy
In an effort to stimulate the local economy, foster development and promote efficiency in the provision
of city services and the completion of various city projects, the City of Winston-Salem has undertaken
an initiative to strongly encourage all parties contracting with the City of Winston-Salem to evaluate
their internal operations and hiring practices and, where appropriate, to initiate efforts to stimulate the
local economy by hiring applicants and contractors from the Winston-Salem/Forsyth County Area.
Such efforts to stimulate the local economy may be accomplished by posting job vacancies with the
North Carolina Employment Security Commission, the Piedmont Triad Regional Council of
Governments. Stimulation of the local economy requires a collaborative effort of both the public and
private sector. The city is committed to taking reasonable steps to achieve said goal.
Iran Divestment Act
Contractor hereby certifies that it is not on the North Carolina State Treasurer's list of persons
engaging in business activities in Iran, prepared pursuant to NCGS G.S. 147-86.58, nor will
Contractor utilize on this agreement any subcontractor on such list. This list, along with additional
information about the Iran Divestment Act, is available on the Treasurer's Office site:
https://www.nctreasurer.com/inside-the-department/OpenGovernment/Pages/Iran-Divestment-Act-
Resources.aspx.
Divestment from Companies that Boycott Israel
Contractor hereby certifies that it is not on the North Carolina State Treasurer's list of companies
engaged in a boycott of Israel in violation of NCGS 147-86.80 et. seq. and that it will not utilize on this
agreement any subcontractor on said list."
IF 2743 Manhole Rings, Covers & Lids Page 3 of 13

Nondiscrimination Ordinance
As a condition of entering into this contact, the Contractor represents and warrants that it will fully
comply with the City's Non-Discrimination Policy, as set forth in Chapter 2, Section 2-8 Entitled "Policy
of Nondiscrimination" of the Winston-Salem City Code. As part of such compliance, the Contractor
shall not discriminate on the basis of race, ethnicity, color, creed, religion, sex, sexual orientation, gender
identity, gender expression, pregnancy, veteran status, disability, age, marital status, familial status,
protected hairstyle, political affiliation or national origin in the screening of applicants, the hiring and
treatment of its employees, the provision of the goods and/or services set forth herein, or the solicitation,
selection, hiring, or treatment of its subcontractors, vendors or suppliers, (hereinafter collectively
"subcontractors"), if any, in connection with this contract or the contract solicitation process if
applicable, nor shall the Contractor retaliate against any person or entity for reporting instances of such
discrimination. The Contractor shall enact employment policies consistent with this obligation to refrain
from such discrimination and shall provide evidence of such to the City within 90 calendar days of the
first receipt of City funds. The Contractor shall provide equal opportunity for subcontractors to
participate in all of its subcontracting and supply opportunities, if any, under this contract, provided that
nothing contained in this clause shall prohibit or limit otherwise lawful efforts to remedy the effects of
marketplace discrimination that has occurred or is occurring in the marketplace. The Contractor
understands and agrees that a violation of this clause shall be considered a material breach of this contract
and may result in termination of this contract, disqualification of the Contractor from participating in
future City contracts pursuant to Winston-Salem City Code Section 2-3 or other sanctions. Furthermore,
as a condition of entering into this contract, the Contractor agrees to: (a) promptly provide to the City
in a format specified by the City all information and documentation that may be requested by the City
from time to time regarding the screening of applicants, the hiring and treatment of its employees
particularly if City funds were used in connection with hiring and compensation process, and the
solicitation, selection, treatment and payment of subcontractors, if any, in connection with this
Agreement; and (b) if requested, provide to the City within sixty days after the request a truthful and
complete list of the names of all subcontractors that the Grantee has used under this contract, including
the total dollar amount paid by the Contractor on each subcontract or supply contract. The Contractor
further agrees to fully cooperate in any investigation conducted by the City pursuant to the City's
Nondiscrimination Policy, to provide any documents, relevant to such investigation, that are requested
by the City. The Contractor agrees to provide to the City from time to time on the City's request,
payment affidavits detailing the amounts paid by the Contractor to subcontractors and suppliers in
connection with this contract within a certain period of time. Such affidavits shall be in the format
specified by the City from time to time. Nothing in this contract shall infringe upon any rights afforded
to the Contractor by state or federal law.
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SPECIAL TERMS AND CONDITIONS
DETAILED SPECIFICATIONS: Detailed specifications for these items are included with the bid
request. Bids to be submitted in accordance with the specifications and these Special Terms and
Conditions, both of which require doing all that is necessary, proper, or incidental to the
furnishing of the items identified herein. All things not expressly stated in the specifications or
Special Terms and Conditions but involved in carrying them out must be included in bidder's
proposal as though they were specifically stated.
NOTICE TO BIDDERS: All bids are subject to the provisions of the instructions to Bidders, special
terms and conditions specific to this Invitation for Bids, the specifications, and General Contract
Terms and Conditions. The City of Winston-Salem objects to and will not evaluate or consider
any additional terms and conditions submitted with a bidder response. This applies to any
response appearing in or attached to the document as part of the bidder's response. DO NOT
ATTACH ANY ADDITIONAL TERMS AND CONDITIONS. By execution and delivery of a
proposal, the bidder agrees that any additional terms and conditions, whether submitted
purposely or inadvertently, shall have no force or effect. It shall be the bidder's responsibility to
read this entire document, review all enclosures and attachments, and comply with all
requirements specified herein.
The bidder is cautioned that the requirements of this bid can be altered only by written addendum
and that verbal communications from whatever source are of no effect.
EXCEPTIONS TO SPECIFICATIONS:
In the event that clarifications or changes to bid specifications are necessary, changes will be
made by written addendum. In all cases items must be furnished as requested, and where brand
names are used, consider the term "or equal" to follow. Such references are not intended to be
restrictive and comparable products of other manufacturers will be considered. However,
written approval for any proposed substitution or change in specifications must be obtained
by bidder prior to the close of bids.
Any request for an approved equal, change in specification or protest of specifications must be
fully supported with technical data, test results, or other pertinent information and evidence that
the substitute offered is equal to, or better than, the specification requirement. The bidder shall
not construe this paragraph as inviting deviation or implying that any deviation will be
acceptable.
Bidder's failure to request exceptions to specifications or approved equals as stated above will
be interpreted as the bidders' intent to comply fully with the requirements as written. Conditional
or qualified bids shall be subject to rejection in whole or in part.
The City of Winston-Salem reserves the right to postpone bid openings for its own convenience.
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GENERAL REQUIREMENTS: The items furnished shall be new and unused and the manufacturer's
latest listed and published stock model, or models which meet all the applicable requirements of
these specifications. Specifications may require that certain makes and models of vehicles,
auxiliaries and/or accessories be provided.
BIDDERS SUBMITTALS(as requested): Bidder must furnish all information requested herein
including descriptive literature and/or complete specifications covering the products offered.
Reference to literature submitted with a previous bid will not satisfy this provision. Bids which
do not comply with these requirements will be subject to rejection. All documents submitted
should bear the name of the bidder.
EXPENSES INCURRED IN PREPARING BID: The City of Winston-Salem accepts no
responsibility for any expense incurred by the bidder in the preparation and presentation of a bid.
Such expenses shall be borne exclusively by the bidder.
CONTRACT/AWARD: Pursuant to the laws governing public contracts in North Carolina, the
successful bidder's/vendor's response to this Invitation for Bids and Proposals and any addenda
thereto, plus the City's issuance of a City of Winston-Salem Purchase Order for the proposed
goods and/or services shall constitute a binding contract.
PURCHASE OF ADDITIONAL ITEMS(does not apply): Subject to the successful bidder's
acceptance, the City reserves the option to purchase additional items as specified herein at the
price bid and awarded in this Invitation for Bids and Proposals within one (1) year from bid
opening date. This bid may also be utilized by other entities per N.C.G.S. to piggyback at the
sole discretion of the vendor.
INDEMNIFICATION: The bidder/vendor covenants to save, defend, keep harmless, and indemnify
the City of Winston-Salem and all of its officers, departments, agencies, agents, and employees
from and against all claims, loss, damage, injury, fines, penalties and cost - including court
costs and attorney's fees, charges, liability, and exposure, however, caused resulting from,
arising out of, or in any way connected with the bidder's/vendor's negligent performance or
nonperformance of the terms of the contract.
VENDOR SUPPORT/SERVICE AND PARTS (where it applies): The vendor and/or manufacturer
bidding on these specifications must have the ability to provide repair parts and technical service
in the form of a service representative, including the maximum time from receipt of notice to
arrival of parts or the service representative. The manufacturer, whether they are the vendor or
not must be satisfactory to the City of Winston-Salem from the standpoint of experience,
reliability, and demonstrated ability to manufacture equipment comparable as to size and type as
that required by the specifications and shall have manufactured and/or sold equipment of the size
and type specified which has operated satisfactorily in the field for a minimum of one year. The
City of Winston-Salem reserves the right to reject bids from vendors that have failed to perform
satisfactory under previous contracts with the City of Winston-Salem and/or vendors that cannot
produce satisfactory evidence that they can furnish promptly all spare parts needed for ordinary
service and repair of the equipment herein specified.
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INSPECTION, TRAINING, PERFORMANCE TEST AND ACCEPTANCE:
a. Upon delivery the items will be subject to inspection to verify conformance with
specifications by the staff of the City of Winston-Salem
b. Any defects or failure of items to perform or comply with any requirements of the City
specifications must be immediately remedied by the vendor at the vendor's own expense
prior to acceptance by the City.
WARRANTY (where it applies): Bidder to include the warranty provisions as outlined in bid
specifications.
TAX EXEMPTIONS: The City of Winston-Salem is exempt from Federal Excise Tax but not from
State and Local Sales Tax. Sales tax should not be included in bid prices but may be added as
separate items.
EVALUATION AND SELECTION OF BIDS: The evaluation of vendor bids shall center on the
match between the stated specifications and other requirements included in the final bid request
and the vendor's proposal including selection of the lowest responsible bidder, with consideration
of past performance, service record, and reliability. The statutory provisions controlling
purchasing by local governments in N. C. (GS 143) includes selection standards for use in making
of awards. The provision reads, "All contracts shall be awarded to the lowest responsible,
responsive bidder, taking into consideration quality, performance, and the time specified in the
bids for the performance of the contract". The City of Winston-Salem reserves the right to accept
or reject any or all bids and proposals and further specifically reserves the right to make the award
or awards in the best interest of the City of Winston-Salem.
All bids shall be made firm for no less than sixty (60) days.
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Manhole Rings, Covers & Lids
Submit proposals to the following location:
US Postal Service address: or Hand-delivery or FedEx address:
City/County Purchasing Department City/County Purchasing Department
Post Office Box 2511 101 N. Main Street, 324 City Hall
Winston-Salem, North Carolina 27102 Winston-Salem, North Carolina 27101
***Bids may be submitted per email to tawannag@cityofws.org
BIDDERS:
The City of Winston-Salem is seeking bids for Manhole Rings, Covers & Lids per detailed
specifications included in this document.
For any questions or comments regarding this bid please contact TaWanna A. Gates at (336) 747-
6938 tawannag@cityofws.org
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CITY OF WINSTON-SALEM
Manhole Rings, Covers & Lids
ITEM ESTIMATED UNIT TOTAL
NO. DESCRIPTION QUANTITY UNIT PRICE COST
1 Cast Iron Manhole Lids
23 12 100 EA $_______ $__________
2 Manhole Rings & Covers 200 EA $_______ $__________
C.I. - 2 Vent Hole 23 12
3 Manhole Rings & Covers 20 EA $_______ $__________
C.I. -2 Vent Hole 23 12
(Storm Sewer)
GRAND TOTAL FOR ALL ITEMS $ ______________________________________________
This will be a term contract for the period September 2026 thru August 31, 2027.
ITEMS WILL BE ORDERED AS NEEDED OVER THE PERIOD OF THE TERM
CONTRACT. PRICING MUST REMAIN FIRM DURING THE PERIOD OF THE TERM
CONTRACT AS STATED IN THE BID DOCUMENT SUBMITTED. THE ITEMS WILL
NOT BE ORDERED ALL AT ONE TIME.
IF 2743 Manhole Rings, Covers & Lids Page 9 of 13

The undersigned guarantees all parts against defects and agrees to replace and to install at his own
expense any part or parts of the apparatus damaged by reason of defective material, design or
imperfect workmanship during manufacturer's standard warranty period.
PLEASE NOTE: The quantities given in the bid are approximate and the City of Winston-Salem
reserves the right to purchase more or less than that specified. The contract period shall be
September 2026 thru August 31st , 2027.
N.C. SALES TAXES are not to be included in bid prices above. Such taxes are to be added to
invoices when items are billed.
Deliveries shall be made by truck F. O. B. Winston-Salem, N.C.
Delivery shall be made to the Utilities Construction Storage Facility, City Yard, 1550 Martin
Luther King Jr. Dr. Winston-Salem, N.C. (Attn: Shanita Wright, Warehouse Manager) (336) 734-
1523.
TERMS AND CONDITIONS
The undersigned guarantees all parts against defects and agrees to replace and to install at his own
expense any part or parts of the apparatus damaged by reason of defective material, design or
imperfect workmanship during manufacturer's standard warranty period.
IF 2743 Manhole Rings, Covers & Lids Page 10 of 13