Notice to Bidders

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Retrofitting LED Surface Lights

  • Department:Transit
  • Category:Other, Other Services, Supplies and Equipment
  • RFP Number:Q18-092
  • Start Date:11/22/2017 2:00 PM
  • Close Date:12/20/2017 3:00 PM

Update 12/13/17: Addendum 2 is attached below.  

Update 12/01/17: Addendum 1 is attached below.

The Town of Chapel Hill, North Carolina requests proposals for the removal and installation of new lighting structure or head units for the Eubanks and Southern Village Park and Ride Lots. 

If you should have any questions on the bidding procedures, please contact the Purchasing Division at (919) 969-5022. 

Please note there will be a Mandatory Pre-bid Meeting held on Tuesday December 5th at 2:00pm at the Eubanks Park and Ride Lot, 1768 Eubanks Rd, Chapel Hill, NC 27516.  Potential Vendors will meet Town of Chapel Hill Transit Staff at the bus shelter in the front of the lot.  After review of the Eubanks Park and Ride Lot, we will move to the Southern Village Lot, meeting at the bus shelters near the bus turnaround (Maps of lots included on page 9 and 10).  All potential bidders are hereby notified that attendance at the Pre-bid Meeting is required for bids to be considered by the Town of Chapel Hill; failure to attend will disqualify submissions. 

Any additional questions that arise after the mandatory pre-bid conference must be sent in writing to Kathryn McMillan, Procurement Specialist, Chapel Hill Transit, at by 3:00 P.M. on Monday, December 11, 2017.  Responses to all questions received will be published in the form of an addendum on the Town’s website at by December 13, 2017. 

Sealed proposals are due to the Purchasing & Contracts Manager, Town of Chapel Hill, 405 Martin Luther King Jr. Boulevard, Chapel Hill, North Carolina 27514 by Wednesday, December 20, 2017 at 3:00 P.M. All bids received after 3:00 P.M. on December 20, 2017 will not be considered. 

Any proposal may be withdrawn up until the due date and time set for bids.  Any proposal not so withdrawn shall constitute an irrevocable offer to provide the services set forth in the Contract until one or more of the proposals have been duly accepted. 

The bidder’s attention is directed to the fact that the information submitted on the proposal will ultimately be considered as an integral part of the Contract executed with the successful bidder.  

All proposals shall be in sealed envelopes and marked on the exterior, "Retrofitting LED Compliant Surface Lighting for Eubanks and Southern Village Park and Ride Lots” and addressed to:

                              Purchasing and Contracts Manager
                              Town of Chapel Hill
                              405 Martin Luther King Jr. Boulevard
                              Chapel Hill, NC 27514

 Note:  If not mailed, proposals must be delivered to the Town’s Purchasing Office at 405 Martin Luther King Jr. Boulevard, Chapel Hill, NC 27514 and received by 3:00 P.M. on December 20, 2017.

 All proposals received will be examined promptly after opening and an award will be made at the earliest possible date thereafter. NOTE -THE BID OPENING PROCESS WILL NOT BE OPEN TO THE PUBLIC.

 The Town will select the proposal(s) that best meets its needs.

 The Town specifically reserves the right to reject any and all proposals.



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