Open- Nov 1, 2020

Close- Nov 30, 2020

Click HERE for PDF (Includes all materials)

The Town Council of the Town of Robbins  (Town) invites qualified independent contractors having sufficient experience and appropriate insurance coverage, to submit proposals in response to this request for proposals (RFP) for lawn maintenance services.

RFQ- Engineering Services

CLOSED- Due June 1, 2020 5:00 PM

Click HERE for PDF (Includes all materials)

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The Town of Robbins NC located in Moore County has a need of street paving, Police/Town Hall facilities, and Public Works facilities. The Town is proposing to apply to USDA Rural Development for funding and will request assistance in this process. (RD Apply loan/grants)

Therefore, the Town of Robbins is soliciting requests for qualifications for professional engineering services to assist the Town in both a) developing a preliminary engineering report, and b) subsequent engineering design and bid package services and construction inspection services, of this project in compliance with all applicable federal requirements and regulations under the USDA Rural Development. Payment terms will be negotiated with the selected firm.

Scope of Work:

Engineering services shall include, but are not limited to, standard tasks necessary for the implementation of the project in conformance with USDA RD and NCDEQ compliance areas:

Preparing and approval of the engineering report (PER) after approval of funding, the following scope of work is required:

1. Preparing the final design and construction bid package in conformance with applicable regulations and requirements;

2. Supervising the bid advertising, tabulation, and award process, including preparing the advertisements for bid solicitations, conducting pre-bid meeting, conducting bid opening, and issuing the notice to proceed;

3. Conducting the pre-construction conference;

4. Surveying, field staking, on-site supervising of construction work, and preparing inspection reports;

5. Reviewing and approving all contractor requests for payment, change orders, and submitting approved requests to the governing body;

6. Providing reproducible plan drawings to the Town/City/County upon project completion;

7. Conducting final inspection and testing;

8. Submitting certified “as-built” drawings to appropriate authorities; and

9. Preparing an operation and maintenance manual (if applicable).

The TOWN OF ROBBINS will enter into a contract with the engineering firm best qualified to provide the requested services. Interested parties should submit the following items in packet form to the Town of Robbins for consideration (electronic submissions will be accepted, however we ask that you provide this information in a single PDF file):

1. Firm profile including staff size and rate structure.

2. Statement on your experience with Architectural design and environmental surveys especially related to public buildings (town halls) including information on projects you have completed.

3. Narrative (no more than 2 pages) on your management and organization approach to projects to include the following:

a. Description of how the Firm typically organizes to perform project services

b. Description of your team’s approach to communication with the Town

4. Three (3) references that will assist the Town in determining the capability of the Firm.

5. Familiarity with Locality.

6. Hourly Rate Schedule.

Qualifications will be reviewed by a selection committee and a recommendation will be forwarded to the Town Council for consideration in June 2020. After considering factors outlined above, the engineering firm will be selected based on qualifications most advantageous to the Town, subject to negotiation of fair and reasonable compensation. The Engineer will be notified by mail of the Town's selection.

RFQs are requested to be submitted and received by the Town of Robbins, ATTN: Hannah Hungerford, Town Clerk, P.O. Box 296, Robbins, NC 27325

Not later than June 1, 2020 at 5:00pm.

Email: info@townofrobbins.com

Phone: 910-948-2431 ext. 3

Respectfully submitted,

Hannah Hungerford

Town Clerk

Closed- Due August 23, 2019 4:00 PM

Click HERE for PDF (Includes all materials)

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Request for Proposals

Debris Consolidation Services

Former Robbins Mill, 200 South Kennedy Street, Robbins, NC

The Town of Robbins is seeking services from qualified and experienced contractors to properly relocate and consolidate building and demolition debris at the Former Robbins Mill Property. This work will be performed pursuant to EPA Brownfields Cleanup Grant, OSHA, and NCDEQ requirements. 

The complete proposal package can be downloaded at http://www.townofrobbins.com under “Notices”, or contact Mr. David Lambert at manager@townofrobbins.com to request a copy.  

PRE-PROPOSAL CONFERENCE: Contact Town Hall at 910.948.2431 to set up a tour of the site.

DEADLINE:    Proposal are due on or before Friday, August 23, 2019, at 4:00 pm to Town of Robbins, Attn: Mr. David Lambert, Ref: Asbestos Abatement Services, PO Box 296, Robbins, NC 27325.

Closed- Due July 26, 2019 at 4:00 PM 

Click HERE for PDF (Includes all materials)

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Request for Proposals

Debris Consolidation Services

Former Robbins Mill, 200 South Kennedy Street, Robbins, NC

The Town of Robbins is seeking services from qualified and experienced contractors to properly relocate and consolidate building and demolition debris at the Former Robbins Mill Property. This work will be performed pursuant to EPA Brownfields Cleanup Grant, OSHA, and NCDEQ requirements. 

The complete proposal package can be downloaded at http://www.townofrobbins.com under “Notices”, or contact Mr. David Lambert at manager@townofrobbins.com to request a copy.  

PRE-PROPOSAL CONFERENCE: Tuesday, July 16, 2019, at 1:00 pm at the Former Robbins Mill Property, 200 South Kennedy Street, Robbins, NC.

DEADLINE:    Proposal are due on or before Friday, July 26, 2019, at 4:00 pm to Town of Robbins, Attn: Mr. David Lambert, Ref: Asbestos Abatement Services, PO Box 296, Robbins, NC 27325.

Closed-Due May 24, 2019 at 4:00PM  

Click here for PDF.  (INCLUDES ALL MATERIALS)
 

CLICK HERE FOR ADDENDUM. 

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Request for Proposals

Asbestos Abatement Services

Former Robbins Mill, 200 South Kennedy Street, Robbins, NC

The Town of Robbins is seeking services from qualified and experienced contractors to properly remove Asbestos-containing Materials (ACM) at the Former Robbins Mill Property. This work will be performed pursuant to EPA Brownfields Cleanup Grant, OSHA, NCHHC, and NCDEQ) requirements. 

The complete proposal package can be downloaded at http://www.townofrobbins.com under “Notices”, or contact Mr. David Lambert at manager@townofrobbins.com to request a copy.  

PRE-PROPOSAL CONFERENCE: Tuesday, May 14, 2019, at 1:00 pm at the Former Robbins Mill Property, 200 South Kennedy Street, Robbins, NC.

DEADLINE:    Proposal are due on or before Friday, May 24, 2019, at 4:00 pm to Town of Robbins, Attn: Mr. David Lambert, Ref: Asbestos Abatement Services, PO Box 296, Robbins, NC 27325.

​​CLOSED-Due January 24, 2019 at 2:00PM  

Click here for PDF.

Addendum # 1 here.

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ADVERTISEMENT FOR BIDS

Project:         2016 CDBG Water System Improvements Owner:                     Town of Robbins

PO Box 296

101 N. Middleton Street Robbins, NC 27325

(910) 948-2431

Engineer: The Wooten Company

300 S. Main Street, Lower Level Winston-Salem, NC 27101

(336) 722-5326

Separate sealed Bids will be received until 2:00 pm on January 24, 2019, in the Town Office located at 101 N. Middleton Street, Robbins, NC 27325, and will be publicly opened and read aloud at the Fire Station located at 301 Branson Circle, Robbins, NC 27325 at 2:00 pm on January 24, 2019 for the construction of the 2016 CDBG Water System Improvements project.

After Bids are opened, the Owner shall evaluate them in accordance with the methods and criteria set forth in the Instructions to Bidders. The Owner reserves the right to waive any informality or to reject any or all Bids. Unless all Bids are rejected, Award will be made to the lowest responsible Bidder, taking into consideration quality, performance and the time specified in the proposals for the performance of the Contract.

A Pre-Bid Meeting will be held at 2:00 pm, January 10, 2019, at the Fire Station located at 301 Branson Circle, Robbins, NC 27325 as provided in the Instructions to Bidders. Attendance at the pre-bid meeting is highly encouraged but is not mandatory.

The Project consists of the following major items: 2,267 LF 8-Inch Waterline

13,069 LF 6-Inch Waterline 746 LF 2-Inch Waterline

16 Fire Hydrant Assemblies

155 Water Service Reconnections Booster Pump and Controls Replacement

Including erosion control measures, appurtenances, abandonments, and site work.

Bidding Documents may be examined at Engineer's and Owner's office and at: McGraw Hill Dodge Company (online)

Construct Connect (online) Construction Journal (online)

Complete Bidding Documents may be obtained at the Issuing Office of the Engineer upon submitting a non-refundable fee in the amount of $200.00 for each set of documents, which includes all contracts.

With request for Bidding Documents supply the following information: Company name, contact person, street address, and phone and fax numbers for Bidding office; N. C. contractor’s license with limitation and classification; indicate if the firm will be a Bidder, Supplier or Sub-Contractor.

Bidders will be required to show evidence that they are licensed to perform the work in the Bidding Documents as required by North Carolina General Statute, Chapter 87 and the Instructions to Bidders.

Bid Security in the amount of five percent of the Bid must accompany each Bid and shall be subject to the conditions provided in the Instructions to Bidders.

This project is a portion of the FY16 Community Development Block Grant (CDBG) Infrastructure Program that is financed with $2,000,000 (approx. 99% of the total project costs).

The Owner is an Equal Opportunity Employer and encourages bidding by small, minority and female (M/WBE) contractors and does not discriminate on the basis of race, color, religion, sex, national origin, handicap/disability, age, or familial status. Bids from qualified disadvantaged business enterprise (DBE), historically underutilized businesses (HUB), and Section 3 business concerns (locally owned/operated businesses that provide employment opportunities to low- income individuals) are encouraged. Bidders shall be required to submit with their Bids affidavits of “Good Faith Efforts” in the recruitment of Minority Businesses. Bidders must comply with the Executive Orders 11246 and 11375, Title VI of the Civil Rights Act of 1964, the Anti-Kickback Act, the Contract Work Hours and Safety Standard Act, and Davis-Bacon Related Acts. The work will be subject to the prevailing wage rates established by the U.S. Department of Labor.

This information is available in Spanish and any other language upon request. Esta información está disponible en español o en cualquier otro idioma bajo petición. Por favor, póngase en contacto con Town Clerk Debbie Daggett al 910-948-2431 o en PO Box 296, 101 N. Middleton St, Robbins, NC 27325, de alojamiento para esta comunicado.

David Lambert, Town Manager

​CLOSED-Due December 11, 2018 at 2:00PM  

Click here for PDF.

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REQUEST FOR QUALIFICATIONS ENGINEERING SERVICES

Town of Robbins, North Carolina FEMA Public Assistance Project

Cost Opinions

11/27/2018

Dear Offeror:

This is a Request for Qualifications to provide engineering services in connection with the Town of Robbins’ FEMA Public Assistance Projects, specifically, relating to the Main Pump Station, Waste Water Treatment Plant and Outfall line, Water Plant/Bear Creek Trail service road and culvert repair.  The Town Requests recommendations for emergency response and permeant repair. The Town intends to select a qualified consultant to provide engineering design services, construction administration services and construction observation services.

You are invited to submit a proposal to be received not later than2:00 PM, Wednesday, December 11, 2018 to David Lambert, Town Manager, 101 North Middleton Street., Robbins, NC 27325. Telephone: 910.986.5005, Email: manager@townofrobbins.com. Emailed copies are acceptable to meet the deadline, but hard copies must also be provided and postmarked by the deadline. If you email your submission please call to confirm receipt. Two (2) copies of the proposal should be submitted in accordance with the following sections of this Request for Qualifications:

1. Problem Statement

2. Scope of Work

3. Project Schedule

4. Proposal Content

5. Criteria for Awards/Evaluation

The Town of Robbins will enter into a contract with the Consultant whose statement of qualifications is determined to be the most advantageous to the Town, with a variety of qualification-based factors considered. The method used in the evaluation of the statements of qualifications and selection of the Consultant are set forth in Section G. The Town encourages statements of qualifications from small, minority and female-owned businesses; and does not discriminate based on handicap status.

If you have any questions concerning the Request for Qualifications, please do not hesitate to contact me.

David Lambert, Town Manager

Statement of Qualifications Submission

David Lambert, Town Manger Town of Robbins

101 North Middleton Street

Robbins, NC 27325

manager@townofrobbins.com

910.986.5005

Date:                                                                              

REQUEST FOR QUALIFICATIONS ENGINEERING SERVICES

Town of Robbins, North Carolina

FEMA Public Assistance Project

Cost Opinions

A.PROBLEM STATEMENT

The Town of Robbins is seeking FEMA approval to repair remediate, and mitigate facilities damaged by Hurricane Florence. These faculties include the Main Pump Station, Wastewater Treatment Plant and Outfall Line, Water Plant service road and culvert.  The proposed concept involves the replacement and repair of nearly all components of the Main Pump Station, the replacement or repair of the sewer outfall line at the Waste Water Plant, and the erosion and structural integrity of water crossings and roadways at the towns old water plant.

The Town does not have engineering staff necessary for the proposed activities. The Town is soliciting proposals from qualified consulting firms to provide engineering services for the preliminary design, final design, construction administration and construction observation.

B.SCOPE OF WORK Engineering Services

1. Basic Design Services. The Consultant will develop an engineering report providing the description and cost opinions for recommended improvements needed to:

   • Provide appropriate emergency response measures important for continued facility operation prior to construction.

   • bring the facilities back to pre-storm condition (original design condition),

   • bring the facilities to current code condition

   • bring the facilities to a level that would mitigate the damage due to the hurricanes Florence event

C.CONSULTANT SELECTION PROCEDURES

Proposals will be reviewed and after considering factors outlined in Section G, the consulting firm will be selected, subject to negotiation of fair and reasonable compensation. Consultants will be notified by mail of the Town’s selection.

D.PROPOSAL CONTENT AND FORMAT

The proposal shall not exceed 20 pages, inclusive of any cover letter, printed only on the front. All pages in the proposal must be 8 ½” x 11” and no additional correspondence should be submitted. The font should be no smaller than Times New Roman, size ten (10). The Consultant's proposal must contain four main parts:

1. Technical. Describing the approach to be taken in addressing the proposed scope of work. This description is to provide a project schedule showing start and completion dates for all major tasks.

1. Management and Staffing. Describing the management plan to be used, staffing configurations, and the like. A brief resume of the individuals involved in the project will be required. Provide information showing the firm’s capacity to perform the work within the time limitations considering the firms current and planned workload. Note that the firm shall not have any personal or organizational conflicts of interest.

1. Prior Related Experience. A brief description of project related experience including contact person and phone numbers for each referenced job. Indicate any experience with projects in the Town of Robbins.

1. Commitment to Minority and Women Business Enterprises. Proposers are required to make take all necessary affirmative steps to ensure that Minority and Women Business Enterprises (M/WBEs) subcontractors are used when possible.  These steps include placing qualified M/WBEs business enterprises on solicitation lists, assuring that M/WBE enterprises are solicited when they are potential sources, dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by M/WBEs, establishing delivery schedules, where requirements permits, which encourage participation by M/WBEs, using services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the department of Commerce.  (See C.F.R. 200.321 for more information).

E.E-VERIFY

As a condition of payment for services rendered under this agreement, CONTRACTOR shall comply with the requirements of Article 2 of Chapter 64 of the General Statutes.  Further, if CONTRACTOR provides the services to the County utilizing a subcontractor, CONTRACTOR shall require the subcontractor to comply with the requirements of Article 2 of Chapter 64 of the General Statutes as well.  CONTRACTOR shall verify, by affidavit, compliance of the terms of this section upon request by the COUNTY.

F.IRAN DIVESTMENT ACT CERTIFICATION  (Applicable only to contracts/agreements valued at $1,000 or more).

As a condition of payment for services rendered under this agreement, CONTRACTOR shall comply with the requirements of Article 2 of Chapter 64 of the General Statutes.  Further, if CONTRACTOR provides the services to the County utilizing a subcontractor, CONTRACTOR shall require the subcontractor to comply with the requirements of Article 2 of Chapter 64 of the General Statutes as well.  CONTRACTOR shall verify, by affidavit, compliance of the terms of this section upon request by the TOWN.

G.REQUIRED CONTRACT PROVISIONS

As a condition of payment for services rendered under this agreement, CONTRACTOR shall comply with the requirements of 2 C.F.R 200.326 and 2 C.F.R Part 200—Attached to this document. CONTRACTOR shall comply with all other FEMA related requirements.  PLEASE CLICK HERE FOR THE PDF. 

H.CRITERIA FOR AWARDS/EVALUATION

The following factors will be used in evaluating Consultant's proposals and awarding of contract:

1. Technical Approach/Understanding of Problem ..................(25 points)

2. Experience of Proposed Personnel..................................... (25 points)

3. Experience of the Firm........................................................ (25 points)

   4. Familiarity with the Locality ...............................................   (25 points)

REQUEST FOR QUALIFICATIONS- ENGINEERING SERVICES- 2018 Water System Improvements

CLOSED-Due May 9, 2018 at 5:00PM  (UPDATED 5/1/18)

Click here for PDF.

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TOWN OF ROBBINS

REQUEST FOR QUALIFICATIONS- ENGINEERING SERVICES

2018 Water System Improvements

DEQ Project Number H-SRP-D-17-0145

Engineering Services

4/25/18

Dear Offeror:

This is a Request for Qualifications to provide engineering services in connection with the TOWN OF ROBBINS 2018 Water System Improvements.  

You are invited to submit a proposal of qualifications to be received not later than 5 PM on 5/9/18 to:

David Lambert 

Town Manger

Town of Robbins

P.O. Box 296

101 N. Middleton Street

Robbins, NC 27325

910.986.5005

910.948.3981

manager@townofrobbins.com

TWO (2) copies of the proposal should be submitted in accordance with the following sections of this

Request for Qualifications EMAILED PDF PROPOSALS WILL BE ACCEPTED:

A.        Problem Statement

B.        Scope of Work

C.        Project Schedule

D.        Hourly Rate Schedule

E.         Proposal Content

F.         Factors for Award/Evaluation Criteria

The TOWN OF ROBBINS will enter into a contract with the engineering firm best qualified to provide the requested services. Factors to be considered, the method used in the evaluation of the proposal and selection of the Engineer are set forth in Section F.

The Town does not discriminate based on race, color, religion, sex, national origin, handicap, age, familial status, and encourages proposals from small, minority, and female-owned businesses, and locally owned/operated businesses that provide employment opportunities to low-income individuals.

This information is available in Spanish and other languages upon request. Esta información está disponible en español o en ostros idiomas bajo petición. Por favor, póngase en contacto con David Lambert, 910.986.5005, 101 N. Middleton Street in Robbins, NC, de alojamiento para esta comunicado.

If you have any questions concerning the Request for Qualifications, please contact David Lambert

TOWN OF ROBBINS

REQUEST FOR QUALIFICATIONS- ENGINEERING SERVICES

2018 Water System Improvements

DEQ Project Number H-SRP-D-17-0145

Engineering Services

1. PROBLEM STATEMENT

The TOWN OF ROBBINS has been awarded a State Reserve Project Grant. The Town does not have sufficient engineering staff necessary to complete the proposed activities and is soliciting proposals from qualified engineering firms to provide complete engineering services for the Project.

1. SCOPE OF WORK

The TOWN OF ROBBINS is soliciting proposals from qualified firms for engineering services necessary to implement this project within the approved budget and schedule. The selected consultant will be expected to provide the following services at a minimum as a part of the project’s scope of services.

• Installation of two in-tank TTHM removal systems

• Relocation/Installation of a Chlorine Booster Station

1. PROJECT SCHEDULE

The project is expected to commence immediately upon approval of the Engineer and contract by the Robbins Board of Commissioners and approval of grants by the funding agency.

1. PROPOSAL CONTENT

The Engineer's proposal must contain the following parts and be no longer than 15 single-sided pages, plus a cover page and any dividers (optional) :

1. Technical Approach/Understanding of the Program. Describe the approach to be taken in addressing the proposed scope of work, as well as opportunities for optimizing the funds available. This description is to include delineation of specific tasks to be undertaken, and a project schedule showing start and completion dates for major tasks.

1. Work Management Plan/Experience of Proposed Personnel. Describe the management plan to be used, staffing configurations, etc. specifying work to be completed relative to the Project in the Town of Robbins. Brief resumes of the individuals involved in the project are required, including a list of related project experience (5 projects) for each individual.

1. Experience of the Firm. Provide a brief description of Water experience specific to this project, including federally or state funded project experience. Please list a reference for each project. Make sure the contact listed for each project was employed at time the firm provided the services. If the local staff person who is most familiar with your work is no longer with the locality, include current contact information or indicate why the person can no longer be contacted.

1. Familiarity with Locality. Include a list of underground infrastructure project experience conducted within the Town of Robbins. Describe any other grant project experience or related work that indicates the firm’s level of understanding and familiarity with the Town.

1. Hourly Rate Schedule. Provide only an hourly rate schedule for all personnel to be involved in the project. The hourly rates should include fringe benefits, indirect costs and profit. The Engineer's charge for reimbursable expenses should also be provided. The Engineer should not submit a total project price or fee to complete the scope of work. It is not part of the evaluation criteria. Submission of a total project price or fee may result in disqualification of the firm’s proposal by the Town.

1. FACTORS FOR AWARD/EVALUATION CRITERIA

The following factors will be used in evaluating Consultant's proposal of qualifications and negotiation of a contract:

1. Technical Approach/Understanding of Program. (25 points)

2. Work Management Plan/Experience of Proposed Personnel. (20 points)

3. Engineering Experience of the Firm. (25 points)

4. Familiarity with Locality. (25 points)

5. Hourly Rate Schedule. (5 points)

Qualifications will be reviewed by a selection committee and a recommendation will be forwarded to the Town Council for consideration in May 2018. After considering factors outlined in Section E, the engineering firm will be selected based on qualifications most advantageous to the Town, subject to negotiation of fair and reasonable compensation. The Engineer will be notified by mail of the Town's selection.

​CLOSED

FOR PDF CLICK HERE.

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The Town Council of the Town of Robbins  (Town) invites qualified independent contractors having sufficient experience and appropriate insurance coverage, to submit proposals in response to this request for proposals (RFP) for lawn maintenance services.

There is no expressed or implied obligation for the Town of Robbins to reimburse firms for any expenses incurred in preparing proposals in response to this request and the Town reserves the right to reject any and all proposals.

The specific details shown herein shall be considered minimum unless otherwise shown. The specifications, terms, and conditions included with this RFP shall govern in any resulting contract(s) unless approved otherwise in writing by the Town of Robbins. The bidder consents to personal jurisdiction and venue in a state court of competent jurisdiction in Moore County, North Carolina.

SECTION I – INTRODUCTION and INTENT of RFP:

Notice to Vendors

Pursuant to General Statutes of North Carolina Section 143-129 as amended, proposals will be received by the Town of Robbins from experienced, qualified vendors who specialize in commercial Lawn Care and Maintenance Services for the following:

REQUEST FOR PROPOSAL

Lawn Care and Maintenance Services

for Town of Robbins

Proposals will be accepted until Wednesday, April 11, 2018 at Town Hall at 101 N. Middleton Street, Robbins, NC 27325.  Complete specifications and instructions are attached herewith.

The Town plans to contract for Lawn Care and Maintenance Services at the Town of Robbins Cemeteries and Central Greenspace.  The selected Contractor is expected to begin work upon execution of contract.

Pictures of Sites:  Top: Cemetery | Bottom: Greenspace

Proposal documents may be obtained from the Town Hall at 101 N. Middleton Street, Robbins, NC 27325 or the website at www.townofrobbins.com

Proposals shall be submitted in a sealed envelope identifying the Contractor’s name, the RFP title, and the RFP due date on the face of the envelope.

Submission of a proposal signifies the Contractor’s agreement that its proposal and the content thereof are valid and will become part of the contract that is negotiated between the Town of Robbins and the successful Contractor.  All prices submitted with the proposal shall remain in effect for the contract period.

SECTION II – GENERAL CONDITIONS and FINANCIAL PROVISIONS:

CONTRACTOR QUALIFICATIONS:  The successful Contractor must be properly licensed to do business within North Carolina.  The Contractor shall have a person available during normal business working hours to address any problems or complaints.  The Contractor must provide verification and maintain current State of North Carolina Pesticide / Herbicide Applicator License for the application of pesticides and herbicides.

PRICING:  The Contractor warrants that the pricing stated herein shall remain firm for a period of one (1) year from the first day of the contract period.  Pricing shall include all charges that may be imposed in fulfilling the terms of the contract.

HOURS:  Hours of lawn care and maintenance shall ONLY be performed from 7:00 A.M. until 5:00 P.M.  Monday through Saturday. 

TERMS OF CONTRACT:  The initial contract term will be from execution of contract for (1) year.  The contract will be renewable on an annual basis for up to five (5) additional fiscal years.

CONTRACT AGREEMENT:  All subsequent contract agreements as a result of an award hereunder, shall incorporate all terms, conditions, and specifications contained herein, and in response hereto, unless mutually amended in writing.

SIGNED PROPOSAL CONSIDERED AN OFFER:  Receipt of a signed proposal shall be considered an offer on the part of the Contractor.  The terms, conditions and specifications of this proposal will become part of the contract, if the proposal shall be deemed approved and accepted by the Town of Robbins. In the event of a default on the part of the Contractor after acceptance, the Town may take such action as it deems appropriate including legal action for damages or specific performance.

PAYMENT TERMS:  Payment terms are NET 30 days following receipt of correct invoice.  Invoices must be submitted to:

                        Town of Robbins

                        Attn:  Accounts Payable

                        P. O. Box 296

                        Robbins, N. C. 28586

The Town of Robbins is responsible for all payments to the Contractor under this contract.

SUBCONTRACTING:  The Contractor shall not have the right or power to assign, subcontract, or transfer interest in this contract.  The Contractor is prohibited from subcontracting any services covered in the scope of work.

CHANGES:  The Town of Robbins shall have the right, at any time, to alter the specifications to meet increased or decreased needs.  If any such changes cause an increase or decrease in the cost or the time required for the performance, or otherwise affects any other provision of this agreement, an equitable adjustment shall be made and this agreement shall be modified in writing accordingly.

AVAILABILITY OF FUNDS:  Any and all payments to the Contractor shall be deemed binding only to the extent of appropriated funds for the purpose set forth in this proposal.

NON-DISCRIMINATION:  The Contractor shall not discriminate against any individuals and will take proactive measures to assure compliance with all Federal and State requirements concerning fair employment, employment of people with disabilities, and concerning the treatment of all employees without regard to discrimination based upon age, race, color, religion, sex, national origin or disability.

GOVERNING LAWS:  This contract is made under and shall be governed and construed in accordance with the laws of the State of North Carolina.

ADVERTISING:  In submitting a proposal to the Town of Robbins, the Contractor agrees not to use the results of their proposal as a part of any commercial advertising without prior approval of the Town of Robbins Board of Commissioners.

CONFIDENTIALITY OF PROPOSALS:  In submitting a proposal the Contractor agrees not to discuss or otherwise reveal the contents of the proposal to any source outside of the Town of Robbins until after the award of the contract.  Contractors not in compliance with the provision may, at the option of the Town of Robbins, be disqualified from contract award.  Only discussions authorized by the issuing agency are exempt from this provision.

COST FOR PROPOSAL PREPARATION:  Any costs incurred by Contractors in preparing or submitting proposals are the Contractors’ sole responsibility.  The Town of Robbins will not reimburse any Contractor for any costs incurred prior to award of this contract.

TIME FOR ACCEPTANCE:  Each proposal shall state that it is a firm offer which may be accepted within a period of 90 days following the submittal date, April 11 , 2018.  Although the contract is expected to be awarded prior to that time, the 90-day period is requested to allow for unforeseen delays.

RIGHT TO SUBMITTED MATERIAL:  All responses, inquiries, or correspondence relating to or in reference to this Request for Proposals, and all other reports, charts, displays, schedules, exhibits, and other documentation submitted by the Contractors shall become the property of the Town of Robbins when received.

COLLUSIVE BIDDING:  The vendor’s signature on the Town of Robbins Request for Proposal (RFP) is a guarantee that the prices quoted have been arrived at without collusion with other eligible Contractors and without effort to preclude the Town of Robbins from obtaining the lowest possible competitive price.

GENERAL INDEMNITY:  The Contractor shall save and hold harmless, pay on behalf of, protect, defend, indemnify the Town of Robbins, assume entire responsibility and liability for losses, expenses, demands and claims in connection with or arising out of any injury, or alleged injury (including death) to any person, or damage, or alleged damage, to property of Town of Robbins or others sustained or alleged to have been sustained in connection with or to have arisen out of or resulting from the performance or the intended performance of any work/service, outlined or resulting from this agreement, by the Contractor or their employees, including losses, expenses or damages sustained by the Town of Robbins or Town of Robbins officials including the Board of Commissioners, as well as the Town of Robbins officers, agents, and employees) from any and all such losses, expenses, damages, demands and claims.  The Contractor further agrees to defend any suit or action brought against the Town of Robbins or Town of Robbins officials (as outlined above) based on any such alleged injury or damage and to pay all damages, cost and expenses in connection therewith or resulting there from.  As an integral part of this agreement, the Contractor agrees to purchase and maintain, during the life of this contract, contractual liability insurance in the amounts required in the general liability insurance requirements.  The obligations of the Contractor pursuant to this paragraph shall not be limited in any way by any limitation in the amount or type of proceeds, damages, compensation, or benefits payable under any policy of insurance or self-insurance maintained by or for the use and benefit of the Contractor.

CONFLICT OF INTEREST:  All Contractors must disclose in writing with their proposal the name of any owner, officer, director, or agent who is also an employee or elected official of the Town of Robbins.  All Contractors must also disclose in writing with their proposal the name of any employee or elected official of the Town of Robbins who owns, directly or indirectly, an interest of five percent (5%) or more in the Contractor’s firm or any of its branches or subsidiaries.

ERRORS AND OMISSIONS:  The Contractor shall not take advantage of any errors or omissions in this RFP.  The Contractor shall promptly notify the Town of Robbins of any omissions or errors found in this document.

INSURANCE COVERAGE:  During the term of the contract, the Contractor at their sole cost and expense shall provide commercial insurance of such type and with such terms and limits as may be reasonably associated with the contract.  At a minimum, the Contractor shall provide and maintain the following coverage and limits:

• Worker’s Compensation – The Contractor shall provide and maintain Worker’s Compensation Insurance, as required by the laws of North Carolina, as well as employer’s liability coverage with minimum limits of $100,000.00, for bodily injury per accident.  This insurance must include and cover all of the Contractor’s employees who are engaged in any work under this contract.

• General Liability – The Contractor shall provide and maintain General Liability Coverage at a rate no less than $2,000,000 per occurrence for bodily injury, personal injury and property damage.

• Automobile – Automobile Liability Insurance to include liability coverage, covering all owned, hired and non-owned vehicles used in connection with this contract.  The minimum combined single limit shall be $150,000.00 bodily injury and property damage; $150,000.00 uninsured/under insured motorist; and $1,000.00 medical payment.

INSURANCE REQUIREMENTS:  Providing and maintaining adequate insurance coverage is a material obligation of the Contractor and is of the essence of this contract.  All such insurance shall meet all laws of the State of North Carolina.  Such insurance coverage shall be obtained from companies that are authorized to provide such coverage and that are authorized by the Commissioner of Insurance to do business in North Carolina.  The Contractor shall at all times comply with the terms of such insurance policies, and all requirements of the insurer under any such insurance policies, except as they may conflict with existing North Carolina laws or this contract.  The limits of coverage under each insurance policy maintained by the Contractor shall not be interpreted as limiting the Contractor’s liability and obligations under the contract.

OTHER INSURANCE PROVISIONS:  The policy or policies are to contain, or be endorsed to contain, the following provisions:

1.  Contractor’s insurance is to be considered primary for losses that occur as a direct result of the Contractor’s actions.

2. Coverage shall state that the Contractor’s insurance shall not be suspended, voided, canceled, reduced in coverage or in limits except after 30 days written notice.

The Contractor must include a copy of their insurance certificate with their proposal package.  Upon award of this contract, the selected Contractor shall add the Town of Robbins as a Certificate Holder to their insurance policy.

PROPOSAL OPENING:  The proposal submittal deadline is Wed. April 11, 2018 at 1:00 p.m.  At that time the name of the Contractor and the cost(s) offered will be announced.  This is an open and public meeting.  Interested parties may attend.  However, it must be noted that these costs and their components are subject to further evaluation for completeness and correctness.  Therefore, the cost(s) announced at that time may not be an exact indicator of the Contractor’s pricing position.  Neither can the assumption be made that the Contractor with the lowest price offered will be awarded the contract.  See “EVALUATION CRITERIA” and “AWARD OF BID” for further explanation on the components involved with the award of this contract.

EVALUATION CRITERIA:  The Town of Robbins at its sole discretion, following an objective evaluation, will award this contract to the most responsible, responsive Contractor.  The proposals will be evaluated on a “best overall value” basis including, but not limited to, completeness and content of the proposal, pricing, quality, the Contractors ability to follow the specifications, the Contractors ability to provide a team of skilled, trained employees, the Contractors experience with similar projects and the Contractors responses to “Mandatory Issues.”  In addition to these considerations, the evaluators may request additional information, oral presentations or discussions with any or all of the responding Contractors to clarify elements of their proposal or to amplify the materials presented in any part of the proposal.  However, Contractors are cautioned that the evaluators are not required to request clarification; therefore, all proposals should be complete and reflect the most favorable terms available from the Contractor.

The Town of Robbins reserves the right to make independent investigations as to the qualifications of the Contractor.  Such investigations may include contacting existing customers.  Contractors should keep in mind that this is a Request for Proposals and not a request to contract.  The Town of Robbins reserves the unqualified right to accept or reject any and all proposals, and to waive any irregularities as may be permitted by law when it is deemed that such action will be in the best interest of the Town of Robbins.

REFERENCE TO OTHER DATA:  Only information which is received in response to this Request for Proposals will be evaluated.  Reference to information previously submitted shall not be evaluated.

AWARD OF BID:  The Town of Robbins, at its sole discretion, following an objective evaluation, will award this contract to the most responsible, responsive Contractor.  Price will be a major consideration but will not be the determining factor in our selection.  The award of this contract will be based and granted on “BEST VALUE.”  “BEST VALUE” will allow the Town of Robbins to consider factors beyond pricing such as whether the responsible Contractor is able to meet and/or exceed the required specifications.  “BEST VALUE” will permit and reflect prudent stewardship of public funds and trust.  Award of the contract to one Contractor does not mean that the other proposals lacked merit.  Award of the contract signifies that after all factors have been considered, the selected proposal was deemed most advantageous to the Town of Robbins.

NOTIFICATION OF AWARD:  After all prerequisites and specifications have been met by the Contractor and the award for Lawn Care and Maintenance Services has been made, the successful Contractor will be notified within ten (10) working days of this award.  The Town of Robbins will notify the successful Contractor in writing, either by a LETTER OF AWARD or a PURCHASE ORDER or both.  VERBAL NOTIFICATION OF THE AWARD OF THIS CONTRACT IS NOT CONSIDERED A RELIABLE MODE OF NOTIFICATION AND, THEREFORE, WILL NOT BE RECOGNIZED AS AN OFFICIAL NOTIFICATION.

TERMINATION FOR CAUSE:  The Town of Robbins contained in this contract, or the refusal, failure, or inability to carry out any provisions of this contract shall constitute sufficient grounds to terminate this contract for cause.  Should the Town of Robbins elect to terminate this contract for cause, the Town of Robbins will notify the Contractor 30 days prior to the termination date and shall specify the cause for termination as well as the date the termination shall be effective.  This termination notice will be issued via a written letter sent by certified U. S. mail.  Immediate dismissals may be executed if deemed necessary by the Town of Robbins.

TERMINATION WITHOUT CAUSE:  The Town of Robbins and the Contractor may terminate this contract without cause.  Written notice of termination must be sent via certified U. S. mail no later than thirty (30) days prior to the termination date.

SECTION III – SAFETY:

SAFETY:  The Contractor and any persons employed by the Contractor shall be required to adhere to all OSHA requirements and regulations that apply while performing any part of the work listed under the title “Scope of Work”.  The Contractor and any persons employed by the Contractor shall be required to wear the following safety items as required by OSHA regulations while performing any part of the work listed under the title “Scope of Work”.  These safety items are:  steel-toed boots, gloves, hearing protection, and eye protection.

STATE AND FEDERAL REGULATIONS:  The Contractor shall perform all work in accordance with State and Federal safety regards to work zones, work areas, equipment, vehicles, tools and supplies.  The Contractor shall provide all necessary and required work zone protective devices and traffic channeling devices as required under State and Federal safety regulations.

SECTION IV – PROPOSAL INFORMATION:

• Proposals for LAWN CARE SERVICES for Town of Robbins Cemetery and Green Space will be received by the Town of Robbins until Wed. April 11, 2018.   Proposals may be submitted by mail or delivered in person. The Town of Robbins must receive all proposals at the following location PRIOR to the date and time specified.  Any proposal received after the date and time prescribed shall NOT be considered for award and the proposal shall be returned to the Contractor.

Each proposal must be submitted to:

            Town of Robbins

            P. O. Box 296

            Robbins, N. C. 27325

• Each proposal must be plainly marked with the “CONTRACTOR’S NAME”, “RFP TITLE”, and the “RFP OPENING DATE & TIME”.

• All proposals must be completed, signed, and dated by an official of the company authorized to bind the firm.  Unsigned proposals will not be considered.  Proposals must consist of one (1) original and one (1) copy.  These proposals shall be marked as such – Original and Copy.

• Questions regarding this RFP must be submitted in writing directly to David Lambert: manager@townofrobbins.com

• The successful Contractor shall be responsible for having taken steps reasonably necessary to ascertain the nature and location of the work, and the general and local conditions, which can affect the work or the cost thereof.  Accuracy of the Contractors proposal should be based on information provided during the proposal meeting, site visitations and a careful review of the RFP specifications including any addenda.  After proposals have been submitted, the Contractor shall not assert there was a misunderstanding concerning the quantity or nature of the work to be performed in an effort to alter their responsibility to successfully perform the work without additional expense to the Town of Robbins.

• The Contractor to whom this project is awarded shall execute a written contract with the Town of Robbins to perform the work as outlined in these specifications and in accordance with all the conditions as described in this RFP.

• The Town of Robbins may make such investigations deemed necessary to determine the ability of the Contractor to perform the services outlined in these specifications.  If requested, the Contractor shall provide the Town of Robbins with all such information and data for this purpose.  The Town of Robbins reserves the right to reject any proposal if the evidence submitted by or derived from an investigation of such Contractor fails to satisfy the Town of Robbins that the Contractor is properly qualified to carry out the obligations of the contract and to complete the work specified in this RFP.

• A conditional or qualified proposal will not be accepted.

SECTION V – SCOPE OF WORK:

CONTRACTOR RESPONSIBILITIES:  The selected Contractor shall provide the management, supervision, materials, and manpower necessary to provide the Lawn Care and Maintenance Services, as detailed in this proposal.  All work shall be performed in a professional and workmanlike manner.

1. This contract is for one (1) year with renewal options for five (5) additional, one-year periods taking into account all pricing, terms and conditions remain the same.  (This could be a six-year contract).

1. The Town Manager shall be the Contract Administrator and the point of contact regarding services to be performed, supplies needed, submission of the self-reporting forms, and invoicing.

1. Lawn Care and Maintenance Services to be performed at the Town of Robbins’s Cemetery (Photo Attached) and the Robbins Greenspace:  

1. Mowing

Grassed areas will be mowed every five to ten days during the normal growing season (May 1 – October 31) and as otherwise needed to maintain a neat and uniform appearance.  The grass will be maintained at a height between 2.5 & 3 inches.

** Future years will be from April 1 through October 31. (Please provide information about future year prices—especially for 2019 as well.

1. Trimming

All immovable objects and areas that cannot be mowed will be trimmed at the same interval as the lawn area is mowed.  Monuments, sidewalks, and roads are to be blown off after trimming is complete.  Hedge/Tree trimming shall occur once annually and trimmings must be properly disposed of.

1. Applying/Spraying

Insecticide (including ants) over entire property, Lawn Weed Control, and Weed killer sprayed on concrete joints, trees and flowerbeds shall occur at a least annually.

CLOSED-Due December 22, 2017 at 5:00PM

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Proposals will be received until 5:00 p.m., December 22, 2017 by Kim Williams in the office of the Finance Director, Town of Robbins, 101 N Middleton Street, P.O. Box 296, Robbins, NC 27325.  Envelopes containing proposals should be clearly identified on the front with the words “RESPONSE TO RFP FOR AUDIT SERVICES’.

CLICK HERE FOR THE WORD VERSION OF THE RFP

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TOWN OF ROBBINS, NORTH CAROLINA

REQUEST FOR PROPOSAL

FOR

AUDIT SERVICES

The Board of Commissioners of the Town of Robbins (hereinafter called the “Town”) invites qualified independent auditors (hereinafter called “auditor) having sufficient governmental accounting and auditing experience in performing an audit in accordance with the specifications outlined in this Request for Proposal (RFP) to submit a proposal.

There is no expressed or implied obligation for the Town of Robbins to reimburse firms for any expenses incurred in preparing proposals in response to this request.

The specific details shown herein shall be considered minimum unless otherwise shown.  The specifications, terms, and conditions included with this RFP shall govern in any resulting contract(s) unless approved otherwise in writing by the Town of Robbins.  The bidder consents to personal jurisdiction and venue in a state court of competent jurisdiction in Moore County, North Carolina.

Type of Audit

The audit will encompass a financial and compliance examination of the Town’s basic financial statements, supplementary information and compliance reports in accordance with the laws and/or regulations of the State of North Carolina, which include requirements for the minimum scope of the audit.  The financial and compliance audit will cover federal, state and local funding sources in accordance with generally accepted auditing standards (GAAS); Government Auditing Standards; the Single Audit Act of 1984; the Single Audit Act Amendments of 1996; the provisions of OMP circular No. A-133, Audits of States, Local Governments, and Non-Profit Organizations, including revisions published in Federal Register June 27, 2003; the State Single Audit Implementation Act; and all other applicable laws and regulations.

Period

The Town intends to continue the relationship with the auditor for no less than three (3) years on the basis of annual negotiation after the completion of the first-year contract.  Each year after negotiation has taken place an annual contract documenting the terms of the audit will be signed.  Since one governing board may not obligate future governing boards, the remaining years of the agreement are subject to annual governing board approval.  The Town reserves the right to request proposals at any time following the first year of this contact.  Thus, prepare proposals for the following years, with year one being the only obligated year.

                                                July 1, 2017 to June 30, 2018

                                                July 1, 2018 to June 30, 2019

                                                July 1, 2019 to June 30, 2020

Requirements

The audit must be conducted in accordance with Generally Accepted Auditing Standards (GAAS); Government Auditing Standards, July 2011 revisions issued by the Comptroller General of the United States; Office of Management and Budget Uniform Guidance, the State Single Audit Implementation Act of 1996, and any other applicable procedures for the audit of a government’s financial statements prepared in accordance with GAAP.

1. The Auditor will prepare the year-end adjusting journal entries.  The Auditor will be ultimately responsible for the preparation, typing, proofing, printing and copying of the Basic Financial Statement, supplementary information and compliance reports.  The Town’s Finance Director will be actively involved in the MD&A and other schedules section preparation.  The auditor will submit a draft of the Financial Statement to be reviewed in detail by the Finance Director.  This draft should be submitted to the Town of Robbins in time to allow ample review and corrections.  The timing of this should insure completion of the Financial Statements no later than the annual October 31st deadline.

1. The Town prefers interim fieldwork be completed by June 15th. Year-end fieldwork should begin in mid August and be completed by September 15th.  An agreed upon post-closing trail balance must exist by September 30th.  The Finance Officer will expect a listing of requested information needed for the audit at the preplanning, periodic conferences during the conduct of the audit, as well as an exit conference prior to the completion of fieldwork.

1. The Audit must be completed, and the required two copies submitted to the Local Government Commission no later than four months following the fiscal year end, that date being October 31st.

1. A preliminary draft of the audit and required journal entries must be submitted to the Finance Director by October 1st for proofing and reconciliation to the unit’s records.

1. 10 Copies of each audit report, management letter and other applicable reports must be supplied to the Finance Director or Town Manager within the time frame cited above. In addition, the auditor is responsible for submitting the required two to the staff of the Local Government Commission (LGC).  Any other copes required will be charged on an as needed basis in addition to the quoted fee.

1. The financial audit opinion will cover the financial statements for the governmental activities, the business-type activities, the financial statements of the aggregate discretely presented component units, each major fund and the remaining fund information, which collectively constitutes the basic financial statements.  The combining and individual financial statements, schedules and related information are not necessary for fair presentation, but will be presented as additional analytical data.  This supplemental information, as required by GASB 34, will be subjected to the tests and other auditing procedures applied in the audit of the basic financial statement and an opinion will be given as to whether the supplemental information is fairly stated in all material respects in relation to the basis financial statements taken as a whole.  The auditor shall also

1. express an opinion on the budgetary comparison information for the general fund, the major funds and any annually budgeted special revenue funds.  An opinion will not be given on the Management and Discussion and Analysis.

1. The working papers shall be retained and made available upon request for no less than three (3) years from the date of the audit report.

1. In the event that circumstances arise during the audit that require work to be performed in excess of the original estimates, any additional costs will b negotiated prior to commencement of the work and an amended contract will be approved by the governing board and forwarded to the Local Government Commission for approval.

Audit Contract & Payment of Audit Fees

The Audit contract must be approved by the Local Government Commission.  Invoices are subject to approval by the LGC staff and appropriate Grantor Agency, if applicable, prior to processing by the Town.  If grant funds will be used to pay for the audit, the grant agreement may require the Grantor Agency’s approval before the invoice may be paid.  Interim or progress billings will be accepted up to 75% of the total fee prior to submission of the audited financial statements to the Local Government Commission and their approval of the audited financial statements.

Other Services

The Finance Director may require the auditor’s guidance on the completion of certain schedules/documents as to proper format and content, so that they can be used in the audit process. Guidance will be required for new note disclosures, all approved GASB’s as well as GASB implementations, and other reporting requirements. Training as needed throughout the year on Governmental accounting procedures.  These services will be included in the base bid. 

The Auditor will be responsible for preparation of year-end adjusting journal entries.

The Auditor will prepare the Annual Financial Information Report (AFIR).  The Auditor will submit a draft of the AFIR to the Finance Director for review.  The draft will be returned with proposed revisions within ten (10) working days.  The timing of this should insure final completion of the AFIR no later than the deadline for submission of the AFIR to the Local Government Commission.

The Auditor will prepare the Schedule of Expenditures of Federal and State Awards

Description of Selection Process

Five (5) copies of each section of the proposal should be submitted at the time and place indicated under the section entitled “Time Schedule for Awarding Contract.”

Proposals will be submitted in two sections. 

The first section will be comprised of the audit firms prior experience and qualifications of its personnel in performing governmental audits.  The Audit Committee will evaluate the auditor or audit firm on education, technical qualifications and governmental audit experience.  The first section of all RFP’s will be reviewed and evaluated. The top firms from the first section will have their second section opened and evaluated.

The second section will be comprised of a separately sealed envelope that contains the audit cost estimates. The firm best meeting the Town of Robbins’s expectations for experience, audit approach and cost requirements will be selected.

PEASE KEEP IN MIND THAT COST, WHILE AN IMPORTANT FACTOR, WILL NOT BE A SOLE DETERMINING FACTOR.  UNUSUALLY LOW BIDS THAT ARE OBVIOUSLY OUT OF LINE WITH OTHER BIDDERS OR ARE SIGNFICICANTLY LOWER THAN OUR CURRENT FEES WILL RAISE CONCERN.  THE LOWEST BID WILL NOT AUTOMATICALLY BE AWARDED PREFERENTIAL CONSIDERATION.

The Town requests that no Town of Robbins officials be contacted during this process.  The Finance Director may be contacted only to answer questions related to the RFP.

The Town reserves the right to reject any or all bids, waive technicalities and to be the sole judge of suitability of the services for its intended use and further specifically reserve the right to make the award in the best interest of the Town.  The Town of Robbins also reserve the right to request additional information from proposing firms.

Failure to respond to any requirements outlined in the RFP, or failure to enclose copies of the required documents, may disqualify the bid.

The person signing the proposal must be authorized by the organization to contractually bind the firm with regard to prices and related contractual obligations for the performance of the requested services.  Proposals not signed will be rejected.

First Section

The first section should address the requested information below.  Please reference the number listed below when providing your response.

1. Indicated the number of people (by position) located within the local office that will handle the audit.

1. Provide a list of the local office’s current and prior government audit clients, indicating the type(s) of services performed and the number of years served for each.  Include the names, addresses and telephone numbers of personnel of these audit clients who may be contacted for a reference.  Responsive firms should include any relevant information regarding audits performed on financial statements prepared under the new reporting model.

1. Briefly indicate the experience of the local office in providing additional services that might be relevant to smaller government clients like the Town of Robbins.

1. Describe your audit organization’s participation in AICPA-sponsored or comparable quality control programs (peer review).  Provide a copy of the firm’s current peer review.

1. Describe the professional experience in governmental audits of each senior and higher-level person assigned to the audit, the years on each job and his/her position while on each audit.  Indicate the percentages of time each senior and higher-level personnel will be on site.  Again, relevant experience with the new reporting model should be clearly communicated.

1. Describe the relevant educational background of each person assigned to the audit, senior level and higher.  This should include seminars and courses attended within the past three years, especially those courses in governmental accounting and auditing.

1. Describe the professional experience of assigned individuals in auditing relevant government organizations, programs, activities or functions (e.g., utilities, solid waste, transit, airports, or health authorities and school systems).

1. Describe any specialized skills, training or background in public finance of assigned individuals.  This may include participation in state or national professional organizations, speaker or instructor roles in conferences or seminars, or authorship of articles and books.

1. Describe the firm’s Statement of Policy and Procedures regarding Independence under the Government Auditing Standards (Yellow Book), January 2007 Revision.  Provide a copy of the firm’s Statement of Policy and Procedures.

1. Describe your audit organization’s experience reviewing federal grants, particularly Community Development Block Grants and Brownfields Programs (EPA).

1. Is the firm adequately insured to cover claims?  Describe liability insurance coverage arrangements.

1. Describe any regulatory action taken by any oversight body against the proposing audit organization or local office.

Second Section

Proposals should include completed cost estimate sheets and any other necessary cost information in a separate, sealed envelope marked - “Cost Estimate.” The Town of Robbins plans to evaluate the qualifications of all firms submitting proposals before considering the Cost Estimate.

This section should consist of completed cost estimate sheets, which will include the following information:

1. Type of audit program used (tailor-made, standard government or commercial).

1.  Use of statistical sampling.

1. Use of computer audit specialists.

1. Organization of the audit team and the approximate percentage of time spent on the audit by each member.

1. Information that will be contained in the management letter.

1. Assistance expected from the government’s staff, if other than outlined in the RFP.

1. Tentative schedule for completing the audit within the specified deadlines of the RFP.

1. Use of internal audit staff (if applicable).

1. Specify costs using the format below for the audit year July 1, 2018 to June 30, 2019.  For the two audit years which follow, list the estimated costs.  The cost for the audit year ending June 30, 2019 is binding, while the second and third years are estimated costs.  Cost estimates must indicate the basis for the charges and whether the amount is a “not-to-exceed” amount.

1.  Personnel Costs-Itemize the following for each category of personnel (partner, manager, senior, staff accountants, clerical, etc.) with the different rates per hour.

1.  Estimated Hours-Categorize estimated hours into the following:

On-Site Interim Work

Year-End On-Site Work

Work Performed in the Auditor’s Office

1.  Rate Per Hour

1.  Total cost for each category of personnel and for all personnel costs.

1. Travel-Itemize transportation and other travel costs separately.

1. Cost of Supplies and Materials-Itemize.

1. Other Costs-Completely Identify and Itemize.

1. If applicable, note your method of determining increases in audit costs on a year to year basis.

1.  Please list any other information the firm may wish to provide.

1.  Please include the Summary of Audit Costs Sheet with your proposal.

Time Schedule for Awarding the Contract

Request for proposal packages will be mailed by November 15, 2017.

Proposals will be received until 5:00 p.m., December 22, 2017 by Kim Williams in the office of the Finance Director, Town of Robbins, 101 N Middleton Street, P.O. Box 296, Robbins, NC 27325.  Envelopes containing proposals should be clearly identified on the front with the words “RESPONSE TO RFP FOR AUDIT SERVICES’.

Proposals will be evaluated, and a recommendation will be made to the Town of Robbins Board of Commissioners at their meeting on Thursday, January 11, 2018.  It is anticipated the award of the audit contract will be made at that time.

Any questions must be submitted in writing either by mail or email to Kim Williams, Town of Robbins Finance Director, PO Box 296, Robbins, NC  27325 or finance@townofrobbins.com by 1:00 PM on Wednesday December 20, 2017.

Description of Governmental Entity and Its Accounting System

Entity

The Town of Robbins is a municipal government located in Northern Moore County with a population of approximately 1,150.  Based on the criteria set forth in GASB Statement 14, no additional organizations will be included in the audit.  Types of funds are listed below for your review.

Budgeted revenues, excluding project amounts are estimated at $2,003,779.51      FY 2017/2018.

Expenses are estimated at $2,003,779.51    FY 2017/2018

Governmental Fund:

            General Fund

Enterprise Funds:

            Water/Sewer Fund

Capital Reserve Funds:

            Fire Department

            Economic Development

Grants, Entitlements and Shared Revenues

The Town was awarded a Brownfield grant for the Old Mill Site Clean Up in 2016 in the amount of $400,000.00.

Asset Inventory and Assessment Grant awarded from the NC Division of Water Infrastructure in 2016 in the amount of $97,587 with a 10% match.

CDBG Grant awarded in the amount of $2,000,000.00 in 2017 for water infrastructure improvements.

Budgets

The Town budgets all funds on the modified accrual basis of accounting as required by North Carolina law.  Appropriations are made at the departmental level.  The unit also maintains an encumbrance system.  Both the budgetary and encumbrance systems are integrated with the accounting system to provide easy comparison with actual expenditures.

Accounting Records

The Town of Robbins maintains all its accounting records at the finance office located at 101 N. North Middleton Street, Robbins, NC 27325.  The Town maintains its cash receipts journal, cash disbursements journal, general ledger, accounts receivable ledger and payroll system on FMS software issued by Southern Software, Inc.  The Enterprise fund also uses the same software.

Assistance Available to Auditor

The Town will make available to the auditor sufficient help to pull and re-file records and prepare and mail all necessary confirmations.  A trial balance with budgeted amounts will be made available via scanned documents (or hard copy, e-mail, etc.) by Friday September 7, 2018.  The following accounting procedures will be completed, and documents prepared by the unit’s staff no later than September 14, 2018.  (The unit is aware of and understands the need to provide this assistance to the auditor and will make every attempt to meet these deadlines)

                        The books of account will be fully balanced.

                        All subsidiary ledgers will be reconciled to control accounts.

                        All bank account reconciliations for each month will be completed.

The unit’s personnel routinely will make available the following items for our auditors as requested:

1.  General Items:

1. Copy of personnel policy

2. List of current governing body, employees with salaries and departments.

3. Official Minutes of governing board from the start of fiscal year.

4. NCLGE Retirement Reports for LEO and General Employees

5. Copy of Local Government Employees Retirement System Notice of contribution rates for fiscal year.

1. Law enforcement officer’s separation allowance membership (retirees receiving benefits)

2. Budget for Fiscal Year, along with approved amendments.

3. Budget Ordinance for next Fiscal Year.

4. Journal entries for the Fiscal Year.

1.  General Fund:

1. Trial Balance at end of fiscal year.

2. Bank Reconciliations for all accounts.

3. Tax levy for the fiscal year.

4. Accounts Payable at end of year.

5. Accrued leave at end of fiscal year by employee.

6. Payroll forms 941.

7. State Treasurer Notifications into NCCMT.

8. Copies of Grant Awards or Funding Agencies.

9. Copy of Powell Bill report.

10. Yearly detail of all transactions for each account number.

11. Fixed Assets which were added and deleted.

12. New Debt Agreements

1.  Enterprise Fund:

1. Trial balance at end of fiscal year.

2. List of Accounts Receivable at fiscal year end.

3. List of uncollectible accounts at fiscal year end.

4. Daily deposit summaries with attached deposit slips.

5. Copies of Grant awards or Funding Agencies.

6. Yearly detail of all transactions for each account number.

7. New Debt Agreements.

8. Fixed Assets which were added and deleted.

1. Grants

1.  Copies of grant agreements

2.  Budgets

3.  Financial Reports

4.  Correspondence with grantor agencies, including any monitoring reports

Size and Complexity of Unit:

Personnel/Payroll

1. Number of Employees      17 Full-time

  3 Part-time

  1 FEMA Grant Employee

  3 Law Enforcement Officers’ Separation Allowance

  6 Mayor/Commissioners

30 Total

1. Frequency of Payroll        Bi-Weekly

Property Tax

            The unit contracts with Moore County for the billing and collection of taxes.

            of property taxes.

Enterprise Billing

1.  Number of bills per month                                  645 

2.  Average delinquent bills at end of month              40

Bank Accounts

1. Number of Accounts/Checking                            1

2. NCCMT Accounts                                                2

3. Number of CD’s                                                   6

4. Monthly Activity

1. Number of Checks-General                    105

2. Number of Checks-Payroll                       50

COST PROPOSAL

Summary of Audit Costs Sheet

Specify cost using the format below for the audit year July 1, 2017 to June 30, 2018.

For the three audit years that follow, list the estimated costs.  The cost for the audit year ending June 30, 2018 is binding, while the second through third years are estimated costs.  Cost estimates must indicate the basis for the charges and whether the amount is a “not-to-exceed” amount.

1.  Base Audit                                                                                 $_____________

 Includes Personnel costs, travel, and on-site work

1.  Financial Statement Preparation                                                $_____________

1.  CAFR Printing and Binding (10 copies)                                    $_____________

1.  Compliance Printing and Binding (10 copies)                           $_____________

1.  Extra Audit Service $_____________per hour                          $_____________

1.  Other (explain)______________________________                $_____________

             TOTAL                                                                                            $_____________

The undersigned, as bidder, hereby declares that the only person or persons interested in this proposal as principal or principals is or are named herein and that no other person then herein mentioned has any interest in this proposal or in the contract to be entered; that this proposal is made without connection with any other person, company or parties making a bid or proposal; and that it is in all respects fair and in good faith without collusion or fraud.  The bidder further declares that he/she has examined the site of the work and the contract documents relative thereto, and has read all special provisions furnished prior to the opening of bids; that he/she has satisfied himself/herself relative to the work to be performed.

Request for Letters of Interest For Brick Recovery

CLOSED-Due AUGUST 4, 2017 at 5:00PM NO RESPONSES

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Bids are closed on July  28, 2017 at 5:00PM to the Town Clerk at Town Hall.  101 N. Middleton Street, Robbins, NC 27325

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The Town of Robbins is seeking letters of interest from qualified and experienced contractors to properly recover, remove, and reuse bricks from the Former Robbins Mill Property, located at 200 South Kennedy Street, Robbins, North Carolina.

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First operated as Moore Mills Textiles Plant, the initial buildings were constructed in 1924 and 1925. Different companies owned and operated the textile mill, and several additions were added to the building over the years. The Milliken Company acquired the Robbins Mill in 1963. The woolen weaving mill was only used for the spinning and fabric forming stages. After these stages were completed, the products were distributed by truck to the appropriate businesses for needed processing. The textile mill operations closed in 1990. The property was then used in the late 1990’s and early 2000’s by “US Sign Company, Inc.”. The mill building remained vacant for several years after US Sign closed. The 286,000-square-foot mill complex was then largely destroyed by fire on August 17, 2008.

The Town acquired the property in December 2014 in order to clean up and redevelop the site. In 2016, the Town received two brownfield cleanup grants from the Environmental Protection Agency (EPA). The grants funded the removal of debris piles with Asbestos-containing Materials (ACM) on the site. A significant amount of debris, including historic brick, still remains on the site (see attached pictures).

The majority of the brick is located on and around the concrete slab, and the brick can be cleaned and worked on site. Due to potential contamination, soils surrounding the slab cannot be disturbed. In addition, while the Town believes all ACM has been removed, if suspect ACM materials are encountered, those materials will be marked and also cannot be disturbed.

The Town is seeking parties interested in recovering and removing the historic brick in these debris piles for potential reuse and resale either at no cost or for potential credit to the Town. The Town will negotiate specific terms with interested parties.

SITE VISIT AND INQUIRIES: Parties are invited to arrange a site visit, if interested Please contact Mr. David Lambert at manager@townofrobbins.com to arrange a date and time. Only email inquiries regarding this request for proposals will be accepted, and they shall be directed to Mr. David Lambert at manager@townofrobbins.com

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LETTERS OF INTEREST: Please submit a Letter of Interest in sealed envelopes marked “Robbins Mill Brick Recovery” on or before Friday, August 4, 2017, at 5:00 pm to either of the following addresses:
Mailing Address: Physical Address/Express or Hand Delivery:

Town of Robbins 
Attention: Mr. David Lambert 
Ref: Asbestos Abatement Services Ref: Asbestos Abatement Services
Mailing:

Post Office Box 296

Hand Delivery: 101 North Middleton Street
Robbins, North Carolina 27325

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Please include the following information in the letter:
1. Brief background on company’s qualifications and experience;
2. Past project experience including references;
3. Insurance coverage documentation;
4. Proposed general terms to be negotiated.

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OTHER CONSIDERATIONS:
The Town encourages local and disadvantaged business owners to submit proposals for this project. All respondents are encouraged to source locally for subcontractors and supplies.
The Town shall award contracts without regard to race, religion, color, creed, national origin, sex, age, or handicapped status.

The Town reserves the right to reject any and all responses, parts thereof, and to waive any technicality, when the best interest of the Town shall be served. Town reserves the right to waive or remove parts of this Request for Letters of Interest and evaluate responses on the remaining portion, when the best interest of the Town shall be served. Further the Town reserves the right to award a contract in the best interest of the Town.

This Request provides basic information regarding the Town’s requirements. Services will be specifically negotiated with a selected party and may require a formal Request for Proposals or an Upset Bid Process.

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A response received by the Town is considered a public document under the provisions of the North Carolina Public Records Law unless it contains information that may clearly be considered accepted and excluded from disclosure according to state statute. All information that is to be considered confidential and/or proprietary must clearly be identified, and each page containing confidential and/or proprietary information, in whole or in party, must be stamped as CONFIDENTIAL, in bold font of at least 12 –point type, in the upper right hand corner of the page.

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CLOSED-Due JULY 28, 2017 at 5:00PM  BIDS AWARDED

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Bids are closed on July  28, 2017 at 5:00PM to the Town Clerk at Town Hall.  101 N. Middleton Street, Robbins, NC 27325

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Robbins has a number of items the town is selling.  If you want to inspect the items please call Bradley Morgan at 910.638.8344 for appointment. 

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Please pick up a bid sheet at Town Hall (Or click this link)

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Click HERE for a list of Surplus Items. 

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REPOST- CCBG-ADMIN SERVICES

CLOSED-Due April 28, 2017 at 5:00PM---AWARDED TO WOOTEN COMPANY

The Town of Robbins is soliciting requests from qualified firms to provide administration services in connection with the Town’s FY16 Small Cities Community Development Block Grant (CDBG) Infrastructure Program. This CDBG-Infrastructure project is financed with $2,000,000.00 (approx. 100% of the total project cost) of U.S. Department of Housing and Urban Development (HUD) funds provided by the North Carolina Department of Environmental Quality (DEQ) Division of Water Infrastructure (DWI). Project activities include rehabilitation/replacement of approx. 12,260 linear feet (LF) of 1”-6” water lines with 6” water lines throughout residential areas of the Town; installation of 2,070 LF 8” transmission main along Gardenia Rd to tie-in the high pressure areas to lower pressure areas; installation of 1,500 LF of 6” water line to loop and eliminate the dead-end line on Rushwood Rd; and pump and control panel replacement at the BPS. All awards pursuant to this procurement are contingent upon receipt and approval of a contract with DWI.

A detailed request for submission requirements may be obtained from David Lambert, Town Manager, P.O. Box 296, 101 N. Middleton Street, telephone 9109482431 Ext. 5.  Qualifications must be received by 5:00PM on Friday, April 28, 2017. 

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CDBG-Administration Services

Closed-Due March 31, 2017 at 5:00PM

The Town of Robbins is soliciting requests from qualified firms to provide administration services in connection with the Town’s FY16 Small Cities Community Development Block Grant (CDBG) Infrastructure Program. This CDBG-Infrastructure project is financed with $2,000,000.00 (approx. 100% of the total project cost) of U.S. Department of Housing and Urban Development (HUD) funds provided by the North Carolina Department of Environmental Quality (DEQ) Division of Water Infrastructure (DWI). Project activities include rehabilitation/replacement of approx. 12,260 linear feet (LF) of 1”-6” water lines with 6” water lines throughout residential areas of the Town; installation of 2,070 LF 8” transmission main along Gardenia Rd to tie-in the high pressure areas to lower pressure areas; installation of 1,500 LF of 6” water line to loop and eliminate the dead-end line on Rushwood Rd; and pump and control panel replacement at the BPS. All awards pursuant to this procurement are contingent upon receipt and approval of a contract with DWI.

A detailed request for submission requirements may be obtained from David Lambert, Town Manager, P.O. Box 296, 101 N. Middleton Street, telephone 9109482431 Ext. 5.  Qualifications must be received by 5:00PM on Friday, March 31, 2017. 

CDBG-Engineering Services

Closed-Due March 31, 2017 at 5:00PM- AWARDED TO WOOTEN COMPANY

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This is a Request for Qualifications to provide engineering services in connection with the Town of Robbins FY16 Small Cities Community Development Block Grant (CDBG) Infrastructure Program. This CDBG-Infrastructure project is financed with $2,000,000.00 (approx. 100% of the total project cost) of U.S. Department of Housing and Urban Development (HUD) funds provided by the North Carolina Department of Environmental Quality (DEQ) Division of Water Infrastructure (DWI). Project activities included rehabilitation/replacement of approx. 12,260 linear feet (LF) of 1”-6” water lines with 6” water lines throughout residential areas of the Town; installation of 2,070 LF 8” transmission main along Gardenia Rd to tie-in the high pressure areas to lower pressure areas; installation of 1,500 LF of 6” water line to loop and eliminate the dead-end line on Rushwood Rd; and pump and control panel replacement at the Booster Pump Station. All awards pursuant to this procurement are contingent upon receipt and approval of a contract with DWI. You are invited to submit a proposal of qualifications to be received not later than 5:00PM on Wednesday, March 31, 2017.

Asbestos-containing Materials (ACM) Removal

CLOSED-Awarded to NEO Corporation

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The Town of Robbins is seeking services from qualified and experienced contractors to properly remove debris with Asbestos-containing Materials (ACM) at the Former Robbins Mill Property, located at 200 South Kennedy Street, North Carolina. This work will be performed pursuant to Environmental Protection Agency (EPA) Brownfields Cleanup Grant, Occupational Safety and Health Administration (OSHA), State of North
Carolina Health Hazards Control (NCHHC), and State of North Carolina Department of Environmental Quality (NCDEQ) requirements.

Proposal: An itemized response to perform the work included in this Request for Proposals shall be submitted in sealed envelopes marked “Robbins Mill Asbestos Abatement Services” on or before Thursday, January 19, 2017, at 5:00 pm

Asset Inventory Assessment -Water

CLOSED-Awarded to The Wooten Company

This is a Request for Qualifications to provide engineering services in connection with the TOWN OF ROBBINS Water System Asset Management Plan. Project activities may include system component surveying, condition assessment, system mapping, evaluation of existing system, and development of an asset management plan (including a capital improvements plan).

You are invited to submit a proposal of qualifications to be received not later than 5 PM on 11/23/16