RFP #26-451 REBID: Well Filtration Project

R E Q U E S T F O R P R O P O S A L S
Pender County Finance
PO Box 1578
805 S. Walker Street
Burgaw, NC 28425
Well Filtration Project - REBID
RFP# 26-451 REBID
Issued: 06/25/2026
Responses Due: 07/09/2026 at 3:30pm
Contact: Margaret Blue, Finance Director
Phone: 910.259.1282
Email: purchasing@pendercountync.gov
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CONTENTS
GENERAL INFORMATION ............................................................................................................................... 2
PURPOSE ....................................................................................................................................................... 3
SCHEDULE ...................................................................................................................................................... 3
SCOPE OF SERVICES ....................................................................................................................................... 3
INSTRUCTIONS ............................................................................................................................................... 4
ADDITIONAL REQUIREMENTS ........................................................................................................................ 5
RFP PROVISIONS ............................................................................................................................................ 6
TERMS AND CONDITIONS .............................................................................................................................. 8
EVALUATION AND SELECTION ....................................................................................................................... 9
GENERAL INFORMATION
Pender County Government is seeking Proposals from a firm to conduct the professional services
as described in the Scope of Services section of this Request for Proposals ("RFP").
Pender County Government will be accepting responses from experienced firms interested in
providing these services according to the schedule and instructions to follow. A written record
of all questions and answers will be provided by email to all Proposers who have notified the
County of their intent to submit a Proposals, as well as on the County website. Questions about
this RFP shall be directed to Margaret Blue, Finance Director, purchasing@pendercountync.gov.
Answers to questions will be provided via an addendum as soon as possible thereafter. Firms
who intend to respond to this RFP, may provide an email address for updates as a courtesy.
However, Proposers are ultimately responsible for monitoring the Pender County website for
Addenda. Submissions must be sealed. There will be a public bid opening at the time and
location that bids are due.
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PURPOSE
Pender County seeks proposals from qualified firms and individuals to install pressure filters at
five (5) well locations for the purpose of providing treatment for iron removal. Pender County
Utilities has constructed five (5) groundwater wellhouses along the US-17 corridor in Scotts Hill
and Hampstead that provide potable water to residents and businesses in the area. Iron and
hydrogen sulfide in the groundwater has resulted in customer complaints. Pender County
Utilities intends to install a pressure filter system at each wellhouse with associated piping,
valves, controls, and media. Pender County is seeking a qualified contractor for a turnkey
installation that includes disinfection, testing, and startup of each system. The work will be
completed sequentially so that construction is only occurring at one wellhouse at a time.
SCHEDULE
Advertisement of RFP June 25, 2026
Deadline for Questions July 3, 2026 by 3:30pm
Deadline for receipt of Proposals July 9, 2026 by 3:30pm
Interviews (if needed) July 10, 2026
Board of Commissioners Meeting August 3, 2026
Desired Effective Date Negotiations complete prior to BOCC meeting
County reserves the right, at its sole discretion, to adjust this schedule as it deems necessary.
ADDRESS
Pender County Finance Department
ATTN: Margaret Blue, Purchasing Manager
By Mail: PO Box 1578, Burgaw NC 28425
By Courier: 805 S. Walker Street, Burgaw NC 28425
Electronic copy: purchasing@pendercountync.gov
SCOPE OF SERVICES
Refer to Exhibit A - Scope of Services which includes construction plans and materials
specification for the work. Appendix A and Appendix B also included as reference for well site
planning. Please include proposed fees per location: Scotts Hill, Hampstead/Topsail, Hoover,
Kiwanis, and Annex as shown in Appendices.
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INSTRUCTIONS
This RFP and related documents may be obtained on the County website at
www.pendercountync.gov. Click on "I Want To...", scroll down to "Open RFP's and Bids".
Proposal should be presented in the general format specified below:
1. Introduction: Description of the professional qualifications of the firm and staff proposed for
the assessment services. Clearly indicate each staff members' role in the project. Include
information about the firm's professional registration in North Carolina.
2. Work Plan: A detailed description of the services to be provided and schedule of estimated
timeframes for implementation/provision of those services.
3. References: A brief description of at least 3-5 projects that are similar in scope and size. For
each project listed, please include the name of the entity and the name and contact information
for personnel who would be familiar with the work performed. Preference is to list similar North
Carolina projects first.
4. Fee Schedule: Breakdown of potential fixed and/or variable costs to be incurred for these
services, with a total price for completion of this contract.
Proposals should be submitted bound, using standard paper, and sections should be
appropriately labeled for easy reference. Proposers must provide one original bound and one
electronic submission. The hard copy submission must be received at the address above prior to
the deadline for consideration. The electronic Proposal may be provided on a USB drive or
emailed to purchasing@pendercountync.gov. Any Proposals received after the deadline will not
be considered and shall be retained as documentation for the RFP file. Pender County
encourages all qualified businesses, including DBE, Minority, and Women owned and operated
businesses to respond to this RFP.
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ADDITIONAL REQUIREMENTS
1. Contract: This RFP will result in a contract for services provided to Pender County. The awarded
Proposer shall provide the County with a sample contract which can be revised by the County's
legal department as needed. The contract shall provide a termination clause in which the County
reserves the right to terminate the contract immediately with cause or with ninety days prior
written notice without cause.
2. IRS W-9 Form: Please provide a current (within last 3 months) completed W-9 form which will be
required to be set up as a vendor in our system.
3. Insurance: Provide a copy of a certificate of insurance which identifies current levels of
professional liability insurance.
4. Proposal Form: Please complete and return Attachment 1 included here with submission.
5. Certification Regarding Suspension and Debarment: Please complete and return Attachment
2 included here with submission.
6. Non-Collusion Affidavit: Please complete and return Attachment 3 included here with
submission.
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RFP PROVISIONS
1. The Request for Proposals' Provisions, Scope of Services and Terms and Conditions are integral
parts of this RFP. The Proposer, by submitting a Proposal, agrees to comply with all provisions
and conditions of this document.
2. The County reserves the right to amend, at any time, any part of this RFP upon written
notification to Proposers; and to change any of the scheduled dates, including the Proposal due
date. All changes will become part of this RFP and will be incorporated into the agreement
entered between the County and the Proposer.
3. Proposals should be prepared providing a straightforward description of the vendor's ability
to meet the requirements of this RFP. Responses should be concise and understandable by a
"non-technical" audience.
4. The County is not liable for any costs or expenses incurred by the Proposers in the preparation
of their Proposals or submissions related to this RFP.
5. All materials submitted with the Proposal become the property of the County and may be
returned only at the discretion of the County Finance Director and Purchasing Manager.
6. By submitting a Proposal, the Proposer represents that it has thoroughly examined and
become familiar with the work required under this RFP and is capable of providing and
performing quality work to achieve the County objectives.
7. The Proposer accepts full responsibility for assuring the prompt and timely submission of the
Proposal. The County will make no allowances for late delivery of mail. The Proposal may be
hand-delivered or by courier to the physical location specified in the "SCHEDULE" section.
8. If a Proposer requires to take exception to any part of the specifications of this RFP, please
include a letter stating any exceptions along with a thorough explanation. All exceptions will be
taken into consideration when evaluating and scoring Proposals.
9. The County reserves the right to reject any or all Proposals received or to negotiate separately
with competing Proposers to this RFP and to award a contract based on services other than those
set forth in this RFP. After reviewing the Proposals, the County may elect to withdraw the RFP,
make changes, waive technicalities, and issue a modified RFP in any part thereof deemed to be
in the best interest of the County.
10. No assignment of the resulting contract may take place without the express written
permission from the County. This includes assignment or sale of the Proposer to another
institution.
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11. The Proposer will assume responsibility for all services offered, whether provided by the
Proposer or a subcontractor. The Proposer will identify any subcontractors in its Proposal by
providing a list as an attachment to the RFP. The County will consider the Proposer to be the sole
point of contact for contractual matters including payment of any and all charges resulting from
the cost of any contract. The County reserves the right to approve or reject any subcontractor
prior to use. All references to Proposer requirements throughout this RFP include subcontractors.
If at any time the County determines that any subcontractor is incompetent or undesirable, the
County shall notify the successful firm accordingly, and the successful firm shall take immediate
steps for cancellation of the subcontract and replacement. Nothing contained in any contract
resulting from this RFP shall create any contractual relationship between any subcontractor and
the County of Pender.
12. All procurement documents and contracts will be subject to audit. The Proposer will give full
and free access to all records and materials necessary to perform audit fieldwork, including data
stored on computer systems, for the County and its authorized representatives. This provision
applies to any subcontractor as well.
13. Any material submitted in response to this RFP will become a "public record" once the
Proposer's document(s) is(are) opened and the Proposer is determined to be a participant in the
solicitation process and shall be subject to public disclosure consistent with Chapter 132, North
Carolina General Statutes. Proposals submitted under this section shall not be subject to public
inspection until a contract is awarded pursuant to N.C.G.S 143-129.8(d).
14. Trade secrets or proprietary information submitted by a firm in connection with a
procurement transaction shall not be subject to the public disclosure under the North Carolina
Public Records Act pursuant to NC General Statutes 66-152(3). However, the firm must invoke
the protection of this section prior to or upon submission of the data or other materials and must
identify the data on other materials to be protected and state the reasons why protection is
necessary. Each individual page considered a trade secret or proprietary information must be
labeled "Confidential" in the top right corner. This right of privacy will be construed as narrowly
as possible to protect the interests of the individual responding to the RFP while attempting to
maximize the availability of information to the public.
15. All submissions should be valid for acceptance for at least 90 days from the date of
submission. The "Board of Commissioners Meeting" Date listed in the "SCHEDULE" above is the
anticipated award date.
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TERMS AND CONDITIONS
In addition to the RFP Provisions above, the County requires adherence to the general purchase
order Terms & Conditions that can be found at:
http://www.pendercountync.gov/vendortermsandconditons/
Other Terms & Conditions as they apply are:
1. Indemnification: Proposer agrees to defend, indemnify, and hold harmless the County for all
loss, liability, claims, or expense (including reasonable attorney's fees) arising from bodily injury,
including death or property damage, to any person or persons caused in whole or in part by the
negligence or misconduct of the Proposer, except to the extent same are caused by the
negligence or willful misconduct of the County. It is the intent of this section to require Proposer
to indemnify Pender County to the extent permitted under North Carolina law.
2. E-Verify: By responding to this RFP, Proposer agrees to comply with the requirements of Article
2 of Chapter 64 of the General Statutes, as applicable.
3. Availability of Funds: Any resulting contract shall be deemed in force only to the extent of
appropriations available to each department for the purchase of such goods and/or services. The
County's extended obligations on contracts that include funding through successive fiscal periods
shall be contingent upon actual appropriations for the successive periods (additional years).
4. Conflict of Interest: All parties (including subconsultants) must maintain compliance with
conflicts of interest guidelines that meet or exceed those required under 2 C.F.R. 200.318(c)(1)
for all projects funded in part or whole with federal or State financial assistance (direct or
reimbursed). In addition to the prohibition against self-benefiting from a public contract under
N.C. G.S. 14-234, no officer, employee, elected official, governing body member, or agent of
Pender County may participate directly or indirectly in the selection, award, or administration of
a contract supported by a federal or State award if he or she has a real or perceived conflict of
interest. A real or perceived conflict exists when any of the following parties has a financial or
other interest in or receives a tangible personal benefit from award of a contract: the officer,
employee, elected official, governing body member, or agent involved in the selection, award, or
administration of a contract; as well as any member of his or her immediate family; his or her
partner; or an organization which employs or is about to employ any of these parties. Any such
conflict shall be disclosed in writing and included with the Proposal. Contractors that are related
to County personnel having any influence over the decisions to consider or award a contract are
strictly prohibited from bidding/responding or accepting award of County contracts. Accepting
gifts and favors from vendors and contractors is prohibited under N.C. G.S. 133-32, additionally
officers, employees, elected officials, governing body members, and agents of Pender County are
prohibited from accepting or soliciting gifts, gratuities, favors, or anything of monetary value
from contractors, suppliers, or parties to subcontracts. Violating this policy will result in
disciplinary action for the employee and termination of the contract and violating firms/persons
may not be eligible for future contract awards.
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EVALUATION AND SELECTION
The selection process will be based on the responses to this RFP. A committee comprised of
members of County Staff and/or other stakeholders in this project will provide a
recommendation to the Board of County Commissioners for award of this contract.
Recommendations will be made based on the following criteria and weighted percentages:
Completeness of Proposal - demonstrated 15 %
competence related to scope
Experience with Similar Contracts - On time 15 %
and within budget
Cost and/or Price Structure - ability to 45 %
adhere to and control budget parameters
References - Prior experience and 25 %
performance with Pender County or similar
References may be contacted along with other evaluations Pender County feels necessary to
accurately determine the criteria listed above in the selection criteria. Scoring and ranking of the
submissions will be based on the criteria above. Pender County reserves the right to interview
firms who are being considered. In addition, Pender County reserves the right to reject all
submissions.
The County reserves the right to reject any or all Proposals, to waive any non-material
irregularities or informalities in any Proposal, to request additional clarification of Proposals, to
be the sole judge of suitability of the services for its intended use and further, specifically reserves
the right to make the award in the best interest of the County.
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-- END OF RFP--
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