RFB Parks & Rec 27-01 Martin Marietta Park Shelter

CITY OF NEW BERN
REQUEST FOR BID
MARTIN MARIETTA PARK SHELTER
Project Title: Martin Marietta Park Shelter
RFB Number: RFB Parks & Rec 27-01
Project Location: Martin Marietta Park, 700 South Glenburnie Road, New Bern, NC 28560
Funding Source: City of New Bern
Bids Due: Monday, August 31, 2026 at 3:00 p.m.
RFB Parks & Rec 27-01 | Martin Marietta Park Shelter | Page 1

TABLE OF CONTENTS
1. Purpose........................................................................................................................................3
2. Procurement Method...................................................................................................................3
3. Procurement Schedule................................................................................................................3
4. Scope of Purchase......................................................................................................................3
5. Minimum Specifications..............................................................................................................4
6. Engineering and Delivery Requirements...................................................................................5
7. Questions, Addenda and Submission Requirements...............................................................6
8. City of New Bern Purchase Order Terms and Conditions.......................................................7
9. Basis of Award.............................................................................................................................8
10. Applicable Laws and City Requirements.................................................................................8
Attachment A - RFB Parks & Rec 27-01 Bid Submission and Certification Form......................9
Attachment B - City of New Bern Purchase Order Terms and Conditions...............................11
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1. PURPOSE
The City of New Bern is requesting sealed bids from qualified vendors for the furnishing and delivery of one
(1) commercial-grade, pre-engineered wood shelter for Martin Marietta Park in New Bern, North Carolina.
The shelter will provide a permanent covered outdoor space for meetings, gatherings, recreational
programming, and general public use. The City is seeking a durable engineered laminated-wood structure
suitable for permanent installation in the coastal North Carolina environment.
The specifications contained in this Request for Bid establish minimum functional, material, structural, and
performance requirements and are not intended to restrict competition to a particular manufacturer, model, or
proprietary product.
2. PROCUREMENT METHOD
This procurement is being conducted as a formal competitive purchase of apparatus, supplies, materials, or
equipment under applicable North Carolina law and City purchasing requirements. Bids shall be sealed and
will be publicly opened at the date, time, and location identified in this RFB.
Award will be made to the lowest responsive and responsible bidder offering a product that materially satisfies
the requirements of this solicitation. The City reserves the right to reject any or all bids when permitted by law
and determined to be in the best interest of the City.
3. PROCUREMENT SCHEDULE
Activity Date
RFB Issued / Advertised Friday, August 21, 2026
Deadline for Questions Tuesday, August 25, 2026 at 5:00 p.m.
Final Addendum, if required Wednesday, August 26, 2026 at 5:00 p.m.
Sealed Bids Due Monday, August 31, 2026 at 3:00 p.m.
Public Bid Opening Monday, August 31, 2026 at 3:00 p.m.
Bid Review Following Bid Opening
Anticipated Award As soon as practicable following evaluation
The City reserves the right to revise this schedule by written addendum.
4. SCOPE OF PURCHASE
The City intends to purchase one (1) commercial-grade, pre-engineered laminated-wood park shelter. The
Base Bid shall include the complete shelter kit, manufacturer-required structural hardware, structural
engineering documentation, warranty information, freight, shipping, and delivery to the project site.
5. MINIMUM SPECIFICATIONS
5.1 General Configuration
Quantity: One (1)
Type: Permanent commercial-grade open-air park shelter
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Overall dimensions: Approximately 50 feet x 64 feet
Approximate covered area: 3,200 square feet
Roof configuration: Hip roof
Roof pitch: Approximately 4:12
Eave height: Approximately 10 feet
Construction: Pre-engineered laminated wood/glulam structural system
Intended use: Public meetings, gatherings, recreation, and general park activities
Minor dimensional variations may be accepted where necessary to accommodate a manufacturer's standard
engineered design, provided the proposed shelter provides substantially equivalent covered area,
functionality, structural performance, and quality.
5.2 Structural Wood Framing
Primary structural framing shall consist of commercial-grade engineered laminated wood suitable for
permanent exterior use. The structural system shall include:
Glue-laminated timber beams;
Engineered wood or glue-laminated purlins;
Hip beams;
Ridge members;
Headers;
Structural laminated wood columns; and
Other structural framing required by the manufacturer's engineered design.
Acceptable structural wood may include Southern Yellow Pine, Port Orford Cedar, or an approved engineered
wood species providing comparable or greater structural capacity and exterior durability.
5.3 Columns
Structural laminated wood suitable for permanent exterior exposure.
Bidder shall identify the column material, approximate dimensions, and attachment method.
5.4 Roof Decking
Approximately 2-inch x 6-inch nominal tongue-and-groove wood decking, or approved equal;
No. 1 structural grade or comparable;
Southern Yellow Pine or approved equal; and
Material suitable for an exposed architectural finish on the underside of the shelter.
5.5 Fascia
Fascia shall consist of approximately 2-inch x 6-inch nominal cedar, or an approved exterior-grade equivalent.
5.6 Roof Structural System
The shelter roof structural system shall:
Include the wood roof decking specified in Section 5.4;
Be designed for a minimum roof live load of 30 psf; and
Be designed for all applicable dead, wind, uplift, and other code-required structural loads.
Finished roofing materials are not part of this bid package.
5.7 Wind and Hurricane Resistance
The shelter shall be designed and engineered to meet or exceed Category II 134V mph wind-load and
hurricane-resistance requirements of the North Carolina State Building Code in effect for the project at the
time of design and permitting, together with applicable referenced structural standards, for the project site
identified in this RFB.
Ultimate design wind speed (Vult) applicable to the project site;
Continuous engineered load path through the shelter structural system;
Compliance with all applicable site-specific wind requirements. A manufacturer's standard shelter design
that does not satisfy the applicable requirements for the project site shall not be acceptable; and
Bidder shall state on the Bid Form the proposed ultimate design wind speed (Vult), Risk Category, and
Exposure Category.
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5.8 Structural Hardware
The shelter package shall include all manufacturer-specific hardware necessary for complete assembly of the
furnished structure, including structural bolts, plates, brackets, beam connectors, column connectors,
fasteners, and manufacturer-provided anchor components. Exposed hardware shall be corrosion-resistant
and suitable for permanent exterior use.
5.9 Exterior Finish
All exposed structural wood shall be suitable for permanent exterior exposure.
5.10 Warranty
The bidder shall provide complete warranty information applicable to the proposed shelter, including
warranties for the structural components, materials, finishes, and other furnished items. A copy of the
manufacturer's standard warranty shall be submitted with the bid. Any exclusions, limitations, maintenance
requirements, or conditions affecting warranty coverage shall be clearly identified.
5.11 Approved Equals
These specifications establish the City's minimum requirements for size, configuration, construction quality,
structural performance, exterior durability, and functionality. They are not intended to restrict competition to a
particular manufacturer, model, or proprietary product.
Equivalent products may be submitted provided the bidder supplies sufficient documentation demonstrating
compliance with or superiority to the material requirements of this RFB. The City shall determine whether a
proposed product constitutes an acceptable equal.
6. ENGINEERING AND DELIVERY REQUIREMENTS
6.1 Structural Engineering
The successful bidder shall provide final structural drawings and calculations for the shelter kit, prepared,
signed, and sealed by a Professional Engineer licensed in the State of North Carolina. The engineering
package shall address the structural shelter components furnished under this RFB and shall include:
Structural framing plan;
Roof framing plan;
Column layout;
Structural member sizes;
Connection details;
Column/base connection details and manufacturer-furnished anchor components;
Applicable gravity and wind loads;
Ultimate design wind speed;
Risk Category;
Exposure Category;
Shelter engineering documents shall be suitable for submission for applicable permit review by the authority
having jurisdiction.
6.2 Structural Reactions and Anchorage Information
The successful bidder shall provide the following information for coordination of the shelter with the separately
designed foundation system:
Structural reactions;
Uplift forces;
Lateral forces;
Column/base loads; and
Manufacturer-specific anchorage information.
6.3 Delivery
The Base Bid shall include freight, shipping, and delivery to the project site identified in this RFB, or to another
location within the City of New Bern designated by the City prior to shipment. Delivery shall be coordinated
with the City prior to shipment and made to an accessible location designated by the City.
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The bidder shall state its estimated manufacturing and delivery time following receipt of the City's Purchase
Order.
7. QUESTIONS, ADDENDA AND SUBMISSION REQUIREMENTS
7.1 Questions
Questions concerning this RFB shall be submitted in writing to:
Foster Hughes
City Manager
City of New Bern
PO Box 1129
New Bern, NC 28563
Email: hughesf@newbernnc.gov
Questions must be received no later than Tuesday, August 25, 2026 at 5:00 p.m. Responses determined by
the City to require clarification or modification of the RFB will be issued by written addendum. Only information
issued by the City through a written addendum shall modify or supplement the RFB.
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7.2 Submission Requirements
Bidders shall submit one (1) original bid in a sealed package. The outside of the package shall be clearly
marked: RFB Parks & Rec 27-01 - MARTIN MARIETTA PARK SHELTER
Mail bids to:
City of New Bern
Attn: Purchasing - RFB Parks & Rec 27-01
PO Box 1129
New Bern, NC 28563
Hand delivery / courier:
City of New Bern - Purchasing Division
606 Fort Totten Drive
New Bern, NC 28560
All mailed, delivered, or couriered packages must be labeled: RFB Parks & Rec 27-01 - MARTIN MARIETTA
PARK SHELTER
Bids must be received no later than Monday, August 31, 2026 at 3:00 p.m. Bids will be publicly opened at that
time at the City of New Bern Purchasing Division, 606 Fort Totten Drive, New Bern, NC 28560. Electronic and
fax bids will not be accepted unless authorized by written addendum. Late bids will not be considered.
7.3 Required Bid Submittals
Information may be provided through the completed Bid Form, manufacturer product literature, drawings,
quotation, warranty documents, or other supporting documentation submitted with the bid. Separate narrative
responses are not required unless necessary to demonstrate compliance.
Each bid shall include:
Completed and signed Bid Submission and Certification Form;
Manufacturer and model number;
Proposed shelter dimensions;
Product literature and preliminary or standard manufacturer drawing;
Description of structural framing system and wood species;
Column material and attachment method;
Roof framing and roof-decking information confirming the minimum 30 psf roof live-load design;
Ultimate design wind speed (Vult), Risk Category, and Exposure Category proposed;
Description of structural engineering package;
Manufacturer's warranty;
Manufacturing lead time, estimated delivery time, and total anticipated lead time from receipt of the City
Purchase Order to delivery to the project site;
Up to three (3) purchaser references, when available, from public entities that have purchased the same
or a substantially similar shelter product. References may be contacted to verify product satisfaction,
quality, and performance. Include the entity name, contact person, telephone number, email address,
product/model, and approximate purchase date;
Written identification of all exceptions or deviations from the RFB; and
Acknowledgment of all addenda.
7.4 Bid Validity
Bids shall remain valid for a minimum of sixty (60) calendar days following the bid opening unless a longer
period is stated by the bidder.
8. CITY OF NEW BERN PURCHASE ORDER TERMS AND CONDITIONS
The City of New Bern Purchase Order Terms and Conditions are included as Attachment B and are
incorporated into this Request for Bid and any resulting purchase order.
Bidders shall review the City's Purchase Order Terms and Conditions prior to submitting a bid. Submission of
a bid constitutes acknowledgment of and agreement to the applicable City Purchase Order Terms and
Conditions.
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Any exception requested by a bidder shall be clearly identified in the bidder's submission. Acceptance of any
exception shall be at the sole discretion of the City and subject to applicable law.
8.1 Order of Precedence
In the event of a conflict among the solicitation or purchase documents, the following order of precedence
shall apply:
1. Written addenda issued by the City;
2. This Request for Bid and its specifications;
3. City of New Bern Purchase Order and Purchase Order Terms and Conditions; and
4. The successful bidder's bid, quotation, product literature, or other vendor documents.
Any vendor term that conflicts with the foregoing shall not apply unless expressly accepted in writing by an
authorized representative of the City.
9. BASIS OF AWARD
Award will be made to the lowest responsive and responsible bidder offering a product that materially satisfies
the requirements of this RFB. The City will first determine whether each bid and proposed shelter complies
with the mandatory requirements of the solicitation.
In determining bidder responsibility and product acceptability, the City may consider factors permitted by
applicable law, including bid price, compliance with specifications, product quality, structural performance,
warranty, delivery schedule, bidder capability, and relevant past performance.
The City reserves the right to reject any or all bids, determine bidder responsiveness and responsibility, waive
minor informalities where legally permitted, request clarification where legally permissible, and determine
whether proposed products satisfy the specifications.
10. APPLICABLE LAWS AND CITY REQUIREMENTS
This procurement and any resulting purchase shall comply with all applicable federal, State of North Carolina,
and City of New Bern laws, regulations, building and structural requirements, purchasing policies and
procedures, and the City of New Bern Purchase Order Terms and Conditions. The funding source for this
purchase is the City of New Bern.
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ATTACHMENT A - RFB PARKS & REC 27-01
BID SUBMISSION AND CERTIFICATION FORM
Bidder Information
Legal Company Name:
Address:
City/State/ZIP:
Primary Contact: Telephone:
Email:
Proposed Shelter
Manufacturer: Model:
Overall Dimensions: Roof Live Load: psf (30 psf minimum)
Site-Specific Structural Design
Ultimate Design Wind
Speed (Vult):
Risk Category: Exposure Category:
Bidder certifies the proposed structure will satisfy applicable NC Building Code
Yes [ ] No [ ]
wind and structural requirements for the project site:
Warranty Information
Manufacturer's standard warranty attached: Yes [ ] No [ ]
Warranty term / summary of coverage:
Lead Time and Delivery
Manufacturing lead time after receipt of City's
Purchase Order:
Estimated transit / delivery time following
manufacturing:
Total anticipated lead time from receipt of City's
Purchase Order to delivery to the project site:
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ATTACHMENT A - RFB PARKS & REC 27-01
BID SUBMISSION AND CERTIFICATION FORM
Purchaser References
Provide up to three purchaser references, when available, for the same or a substantially similar shelter product.
References may be contacted to confirm product satisfaction, quality, and performance.
Product / Approx. Purchase
Entity Contact Phone Email
Model Date
Base Bid
Furnish and deliver one (1) complete engineered
wood shelter in accordance with this RFB
Base Bid Before Sales Tax $
North Carolina Sales Tax $
TOTAL BASE BID $
Exceptions or Deviations
List all exceptions or deviations from the specifications. If none, state NONE.
Addenda Acknowledgment
Addendum No. Date Received
Bidder Certification
By signing below, the bidder certifies that it has reviewed RFB Parks & Rec 27-01 and all issued addenda; the proposed shelter
complies with the RFB except for deviations specifically identified above; required structural engineering will be provided as
specified; the submitted warranty information is accurate; the bidder agrees to the City of New Bern Purchase Order Terms and
Conditions; and the undersigned is authorized to bind the bidder.
Authorized Signature:
Printed Name:
Title:
Date:
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