Memorandum from Purchasing Department

Instructions to Vendors

To: Prospective Bidders

Thank you for your interest in the Wake County Public School System (WCPSS). Please review the following instructions prior to submitting your proposal.

• All submittals must be organized and indexed according to the order of the required subject matter. The information contained in your submittal should be indexed and easily accessed by WCPSS. WCPSS is not required to seek clarification on any proposal that does not meet these minimum requirements.

• Prior to submitting and executing the proposal, please make sure you read and understand the terms and conditions referenced. All proposals are subject to the terms and conditions outlined herein. All responses will be controlled by such terms and conditions and the submission of other terms and conditions, price lists, catalogs, and/or other documents as part of an offeror’s response will be waived and have no effect either on this Request for Proposals or on any contract that may be awarded resulting from this solicitation. The attachment of any other terms and conditions by the Offeror may be grounds for rejection of that proposal.

Offeror specifically agrees to the conditions set forth in the above paragraph by signature to the proposal.

• WCPSS will adhere to strict deadlines as indicated in the solicitation document and thus will not make exceptions to these dates and times.

• Offerors are cautioned that this is a request for offers, not a request to contract, and WCPSS reserves the unqualified right to reject any and all offers when such rejection is deemed to be in the best interest of WCPSS.

• In submitting a proposal, the Offeror agrees not to use the results therefrom as part of any news release or commercial advertising.

• Submit one (1) signed, original response via electronic Vendor Portal (eVP) by the specified time and date of opening. Vendor shall bear all risk for late electronic submission due to unintended or unanticipated delay, including but not limited to internet issues, network issues, or local power outages. Vendor must include all the pages of this solicitation in their response. Inability by WCPSS to open the Vendor’s files may result in the offer(s) being rejected as non-responsive.

• Questions or issues related to using the eVP Ariba Sourcing Tool can be directed to the North Carolina eProcurement Help Desk at 888-211-7440, Option 2. Help Desk representatives are available Monday through Friday from 7:30 AM EST to 5:00 PM EST.

• Offerors are cautioned that responses will be deemed nonresponsive if they do not include all required information and submittals as requested.

• Offerors shall not be debarred from doing business with Wake County, North Carolina or the federal government. Offeror shall disclose any debarment or UCC lien.

• The award and subsequent contract for these services is not subject to the use of federal funding and cannot be used for purchases as such. In the event federal funding is required for this service at a later date, the district will solicit new proposals with federal funding requirements and regulations and issue an award for those services only.

• WCPSS publicly advertises proposal solicitations on the following sites: NC eVP), https://evp.nc.gov/, WCPSS Purchasing http://www.wcpss.net/domain/101, and NC Historically Underutilized Businesses https://ncadmin.nc.gov/businesses/historically-underutilized-businesses-hub/submit-bid-opportunities-hub. Please review these sites for updates and amendments during the proposal time frame.

• In the event a prebid meeting is scheduled, offeror is urged and encouraged to attend. Site visits are scheduled through appropriate WCPSS staff and cannot be scheduled individually.

• All communication shall be in written form (email) and directed to the buyer of record identified within this document. Deviations from this may subject your response to disqualification.

• Prebid meetings if applicable will be held at 1551 Rock Quarry Rd., Bldg. F at the designated time.

http://www.wcpss.net/domain/101 https://ncadmin.nc.gov/businesses/historically-underutilized-businesses-hub/submit-bid-opportunities-hub

Proposal Number: 251-27-0155

Ver: 07/2026

Refer ALL Inquiries regarding this RFP to:

Clarence Rogers Email: bids-crogers7@wcpss.net

Request for Proposal: 251-27-155 Proposals will be publicly opened: October 1, 2026, at

1:00 PM

Address: 1551 Rock Quarry Road – Bldg. F Raleigh, NC 27610

Commodity No. and Description: 801016 – Project Management of HVAC and Life-Cycle Replacement Assessment Using Agency Name: WAKE COUNTY PUBLIC SCHOOL SYSTEM

NOTICE TO VENDORS

Electronic proposals, subject to the conditions made a part hereof, will be received until 1:00 PM ET on the day of opening and then opened, for proposal submittal process the commodity or service as described herein. Refer to proposal submittal below for information regarding delivery. Proposals submitted via email or non-sealed in response to this invitation for proposals will not be acceptable. Proposals are subject to rejection unless submitted on this form.

EXECUTION

In compliance with this request for proposals, and subject to all the conditions herein, the undersigned offers and agrees to furnish and deliver any or all items or services upon which prices are proposed, within the time specified herein. By executing this proposal, I certify that this proposal is submitted competitively and without collusion.

Failure to execute/sign proposal prior to submittal may render bid invalid. Late proposals are not acceptable.

Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor’s knowledge and belief, that:

it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency.

As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.

By executing this proposal, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the GENERAL TERMS AND CONDITIONS incorporated herein.

Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals shall not be accepted.

VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE:

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:

VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL:

VALIDITY PERIOD

Offer shall be valid for at least sixty 60 days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual agreement of the parties in writing. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this RFP.

mailto:bids-crogers7@wcpss.net http://www2.wcpss.net/

Proposal Number: 251-27-155

Contents

1.0 PURPOSE AND BACKGROUND

1.1 CONTRACT TERM

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

2.2 RFP SCHEDULE

2.3 PRE-PROPOSAL CONFERENCE

2.4 PROPOSAL QUESTIONS

2.5 PROPOSAL SUBMITTAL

2.6 PROPOSAL CONTENTS

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 PROPOSAL EVALUATION PROCESS

3.4 EVALUATION CRITERIA

4.0 REQUIREMENTS

4.1 SCOPE OF ASSETS

4.2 HVAC PRIORITIZATION

4.3 3–5 YEAR HVAC AND LIFE-CYCLE REPLACEMENT PLAN

4.4 LIFE-CYCLE COST ANALYSIS

4.5 FUNDING AND FINANCIAL ROADMAP

4.6 PROJECT PACKAGING AND IMPLEMENTATION STRATEGY

4.7 MAINTENANCE IMPROVEMENT COMPONENT

4.8 STANDARD OPERATING PROCEDURES

4.9 IMPLEMENTATION SERVICES

4.10 OPTIONAL DAILY OPERATIONS MANAGEMENT

4.11 IMPLEMENTATION AND OPERATIONS CAPABILITY

5.0 PRICING

6.0 VENDOR EXPERIENCE

7.0 REFERENCES

8.0 PERSONNEL

9.0 FINANCIAL STABILITY

10.0 SUBCONTRACTORS

11.0 SECRETARY OF STATE REGISTRATION

12.0 SPECIFICATIONS AND SCOPE OF WORK

12.1 GENERAL

12.2 TASKS/DELIVERABLES

12.3 SUCCESS CRITERIA

12.4 FIRM QUALIFICATIONS

12.5 DESIRED RESULTS

12.6 PROJECT ORGANIZATION

12.7 TECHNICAL APPROACH

13.0 CONTRACT ADMINISTRATION

CONTRACT MANAGER AND CUSTOMER SERVICE

13.1 POST AWARD BUSINESS REVIEW MEETINGS

13.2 CONTINUOUS IMPROVEMENT

14.0 ATTACHMENTS

ATTACHMENT A: VENDOR INFORMATION SHEET

ATTACHMENT C: CUSTOMER REFERENCE FORM

ATTACHMENT D: COST PROPOSAL FORM

ATTACHMENT E: TERMS AND CONDITIONS

ATTACHMENT F: ETHICS AND THE PURCHASING FUNCTION

15.0 Exhibit B - Insurance Requirements

16.0 ATTACHMENT A:

17.0 ATTACHMENT C:

18.0 ATTACHMENT D:

19.0 ATTACHMENT E:

TERMS AND CONDITIONS

Certificates of Insurance

20.0 ATTACHMENT F:

1.0 PURPOSE AND BACKGROUND

The intent of this solicitation is to award an Agency Specific Contract to qualified firm(s) with demonstrated expertise in K–12 HVAC systems, facilities asset management, life-cycle planning, capital renewal, maintenance operations, and implementation of large-scale facility improvement programs.

The primary purpose of this engagement is to develop a comprehensive three-to-five-year plan for addressing the District's HVAC needs and other critical life-cycle replacement requirements across its facilities.

The district seeks more than a facilities condition assessment or long-range report. The selected firm will be expected to translate current asset conditions, remaining useful life, operational risks, maintenance history, and available funding into a prioritized, costed, and executable 3–5-year replacement and improvement program.

The plan shall provide District leadership with a clear understanding of:

● Which HVAC systems and other major building assets should be repaired, rehabilitated, or replaced;

● When should each replacement occur;

● The estimated cost of each project;

● Which projects are most critical;

● How projects should be sequenced;

● The operational and educational risks associated with deferring replacements;

● The impact of replacements on maintenance costs and reliability;

● Recommended funding requirements by year; and

● The resources and delivery strategy necessary to execute the program.

The selected firm shall also develop internal maintenance SOPs and management processes that support the long-term reliability and life-cycle management of the district’s facilities.

Importantly, the District seeks firms capable of executing approved recommendations, including project implementation and, if subsequently authorized, assuming responsibility for day-to-day maintenance operations and management.

The primary objective is to establish a 3–5 Year HVAC and Life-Cycle Replacement Plan that allows the district to systematically address aging, failing, obsolete, or inefficient building systems before they result in major failures, emergency expenditures, disruption to instruction, or unacceptable facility conditions.

The plan shall integrate:

Asset Condition + Age + Remaining Useful Life + Maintenance History + Failure Risk + Energy Performance + Regulatory Requirements + Cost + Educational Impact + Available Funding into a single prioritized investment strategy.

1.1 CONTRACT TERM

The Contract shall have a term of one (1) years, beginning on the date of final Contract execution (the “Effective Date”).

Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award, which are incorporated herein by reference.

2.2 RFP SCHEDULE

The table below shows the intended schedule for this RFP. The district will make every effort to adhere to this schedule.

Event Responsibility Date and Time Issue RFP WCPSS September 17, 2026 Hold Pre-Proposal Meeting/Site Visit

WCPSS September 23, 2026, at 10:00 am

Submit Written Questions

Vendor September 24, 2026, by 1:00 pm

Provide Response to Questions

WCPSS September 28, 2026, by 1:00 pm

Submit Proposals and Bid Opening

Vendor October 1, 2026, by 1:00 PM

Microsoft Teams meeting: Join:

https://teams.microsoft.com/meet/216139188497024?p=gOHsGdTk7YddxTv4KS

Meeting ID: 216 139 188 497 024

Passcode: GB99Gv2T

Dial in by phone +1 929-376-1007,21561176# United States, New York City Find a local number Phone conference ID: 215 611 76#

2.3 PRE-PROPOSAL CONFERENCE

Urged and Cautioned Pre-Proposal Conference – In-person only

Date: September 23, 2026 Time: 10:00 AM Eastern Time Location: 1551 Rocky Quarry Road, Raleigh, NC 27610 – Building F, Room: 618A Contact #: 919-588-3546 – Clarence Rogers

Instructions: Vendor representatives are URGED and CAUTIONED to attend and appraise themselves of the conditions and requirements which will affect the performance of the work called for by this RFP. A non-mandatory site visit is scheduled for this RFP. Submission of a proposal shall constitute sufficient evidence of this compliance and no allowance will be made for unreported conditions which a prudent Vendor would recognize as affecting the performance of the work called for in this RFP.

Vendor is cautioned that any information released to attendees during the site visit, other than that involving the physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this RFP, must be confirmed by written addendum before it can be considered to be a part of this RFP and any resulting contract.

2.4 PROPOSAL QUESTIONS

Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the “Submit Written Questions” date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum.

Written questions shall be emailed to bids-crogers7@wcpss.net by the date and time specified above. Vendors should enter “RFP # 251-27-155: Questions” as the subject for the email. Question submittals should include a reference to the applicable RFP section and be submitted in the format shown below:

Reference Vendor Question

RFP Section, Page Number Vendor question …?

https://teams.microsoft.com/meet/216139188497024?p=gOHsGdTk7YddxTv4KS tel:+19293761007,,21561176 https://dialin.teams.cloud.microsoft/c083c714-e7da-4ee7-adb1-70037650d2ed?id=21561176 mailto:bids-crogers7@wcpss.net

Questions received prior to the submission deadline date, the district’s response, and any additional terms deemed necessary by the district will be posted in the form of an addendum to the electronic Vendor Portal (eVP), https://evp.nc.gov, and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any district personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in the RFP and an addendum to this RFP.

2.5 PROPOSAL SUBMITTAL

IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will not be opened or considered, and will be automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to unintended or unanticipated delay. It is the Vendor’s sole responsibility to ensure its proposal has been received as described in this RFP by the specified time and date of opening. The time and date of receipt will be marked on each proposal when received. Any proposal or portion thereof received after the proposal deadline will be rejected.

[eVP]

If applicable to this RFP and using eVP, all proposal responses shall be submitted electronically via the electronic Vendor Portal (eVP). Additional information can be found at the eVP updates for Vendors link: https://eprocurement.nc.gov/news-events/evp-updates-vendors.

Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a Vendor’s proposal(s). Vendors are strongly encouraged to allow sufficient time to upload proposals.

Critical updated information may be included in Addenda to this RFP. It is important that all Vendors responding to this RFP periodically check the State’s eVP website for any Addenda that may be issued prior to the bid opening date. All Vendors shall be deemed to have read and understood all information in this RFP and all Addenda thereto.

2.6 PROPOSAL CONTENTS

Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an authorized signature where requested. Failure to provide all required items, or Vendor’s submission of incomplete items, may result in the district rejecting Vendor’s proposal, in the district’s sole discretion.

Vendor RFP responses shall include the following items and attachments, which shall be arranged in the following order:

a) Cover Letter, which must contain the following: (i) a statement that confirms that the proposer has read the RFP in its entirety, including all links, and all Addenda released in conjunction with the RFP, (ii) a statement that the Vendor agrees to perform in accordance with the scope of work, requirements, and specifications contained herein; and (iii) Vendor’s agreement to comply with all instructions, terms and conditions, and attachments.

b) Title Page: Include the company name, address, phone number and authorized representative along with the Proposal Number.

c) Completed and signed version of all EXECUTION PAGES, along with the body of the RFP.

d) Signed receipt pages of any addenda released in conjunction with this RFP, if required to be returned.

e) Vendor’s Proposal addressing all Specifications of this RFP.

f) Completed version of ATTACHMENT A: VENDOR INFORMATION FORM

g) Completed version of ATTACHMENT C: CUSTOMER REFERENCE FORM

h) Completed version of ATTACHMENT D: PRICING FORM https://evp.nc.gov/

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all award decisions shall be in the district’s best interest. All qualified proposals will be evaluated, and awards will be made to the Vendor(s) meeting the specific RFP Specifications and achieving the highest and best final evaluation, based on the criteria described below.

While the intent of this RFP is to award a Contract(s) to a single Vendor or multiple Vendors, the district reserves the right to make separate awards to different Vendors for one or more-line items, to not award one or more line items or to cancel this RFP in its entirety without awarding a Contract, if it is considered to be most advantageous to the district to do so.

The district reserves the right to waive any minor informality or technicality in proposals received.

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

Each Vendor submitting a proposal to this RFP, including its employees, agents, subcontractors, suppliers, subsidiaries and affiliates, is prohibited from having any communications with any person inside or outside the using agency; issuing agency; other government agency office or body (including the procurement lead named above, any department secretary, agency head, members of the General Assembly and Governor’s office); or private entity, if the communication refers to the content of Vendor’s proposal or qualifications, the content of another Vendor’s proposal, another Vendor’s qualifications or ability to perform a resulting contract, and/or the transmittal of any other communication of information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of proposals, the award of a contract, or both.

Any Vendor not in compliance with this provision shall be disqualified from evaluation and award. A Vendor’s proposal may be disqualified if its subcontractor and/or supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement until the date of contract award or cancellation of the procurement). Only those discussions, communications or transmittals of information authorized or initiated by the issuing agency for this RFP or inquiries directed to the procurement lead named in this RFP regarding requirements of the RFP (prior to proposal submission) or the status of the award (after submission) are excepted from this provision.

3.3 PROPOSAL EVALUATION PROCESS

Only responsive submissions will be evaluated.

Proposals will be received according to the method stated in the Proposal Submittal Section above.

All proposals must be received by the issuing agency not later than the date and time specified in the RFP SCHEDULE Section above, unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or request to contract, and the district reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the district.

At the date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum, the proposal from each responding Vendor will be opened publicly and all offers (except those that have been previously withdrawn, or voided bids) will be tabulated. When negotiations after receipt of bids are authorized pursuant to G.S. 143-49 and 01 NCAC 05B.0503, only the names of offerors and the Goods and Services offered shall be tabulated at the time of opening. If negotiation is anticipated, cost and price shall become available for public inspection at the time of the award. Interested parties are cautioned that these costs and their components are subject to further evaluation for completeness and correctness and therefore may not be an exact indicator of a Vendor’s pricing position.

At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to amplify the materials presented in any part of the proposal. Vendors are cautioned, however, that the evaluators are not required to request presentations or other clarification—and often do not. Therefore, all proposals should be complete and reflect the most favorable terms available from the Vendor.

3.4 EVALUATION CRITERIA

In addition to the general criteria in G.S. 143-52 which may or may not be relevant to this RFP, all qualified proposals will be evaluated, and award made based on considering the following criteria, to result in an award most advantageous to the district:

BEST VALUE: "Best Value" procurement methods are authorized by N.C.G.S. §§143-135.9 and 143B-1350(h). The award decision is made based on multiple factors, including: total cost of ownership, meaning the cost of acquiring, operating, maintaining, and supporting a product or service over its projected lifetime; the evaluated technical merit of the Vendor's offer; the Vendor's past performance; and the evaluated probability of performing the specifications stated in the solicitation on time, with high quality, and in a manner that accomplishes the stated business objectives and maintains industry standards compliance. The intent of "Best Value" procurement is to enable Vendors to offer and the Agency to select the most appropriate solution to meet the business objectives defined in the solicitation and to keep all parties focused on the desired outcome of a procurement.

A ranking method of source selection will be utilized in this procurement using evaluation criteria listed in order of importance in the Evaluation Criteria section below to allow the district to award this RFP to the Vendor(s) providing the Best Value and recognizing that Best Value may result in award other than the lowest price or highest technically qualified offer. By using this method, the overall ranking may be adjusted up or down when considered with, or traded-off against, other non-price factors.

EVALUTION METHOD:

All qualified proposals will be evaluated, and award made based on considering the following criteria listed in descending order of importance, to result in an award most advantageous to the district:

Criteria Weight

Understanding of HVAC/life-cycle challenges 15%

Quality of 3–5-year planning methodology 20%

K–12 and comparable portfolio experience 15%

Asset condition and risk-prioritization methodology 10%

Life-cycle cost and financial planning 10%

Implementation/project execution capability 10%

Maintenance/SOP improvement capability 5%

Daily operational management capability 5%

Qualifications of proposed team 5%

Cost/Price 5%

Total 100%

4.0 REQUIREMENTS

This Section lists the requirements related to this RFP. By submitting a proposal, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements, and terms and conditions stated in this RFP. If a Vendor is unclear about a requirement or specification or believes a change to a requirement would allow for the district to receive a better proposal, the Vendor is urged to submit these items in the form of a question during the question-and-answer period in accordance with the Proposal Questions Section above.

The Vendor(s) proposal shall be sufficiently detailed to function as a capital renewal and maintenance roadmap for District leadership, the Board, facilities staff, finance staff, and future implementation partners.

4.1 SCOPE OF ASSETS

Although HVAC shall be the principal focus, the assessment and life-cycle plan shall address other major building systems where appropriate, including:

a) Rooftop units;

b) Chillers;

c) Boilers;

d) Air-handling units;

e) DX systems;

f) Heat pumps;

g) Cooling towers;

h) Pumps;

i) Variable-frequency drives;

j) Building automation and controls;

k) Ventilation systems;

l) Exhaust systems;

m) Electrical distribution equipment;

n) Emergency generators;

o) Domestic water systems;

p) Plumbing systems;

q) Roofing;

r) Building envelope;

s) Fire/life-safety systems;

t) Elevators;

u) Major kitchen equipment;

v) Other high-value or mission-critical assets.

The proposer shall identify any additional asset categories that should be incorporated into the life-cycle plan.

CORE SERVICES

Phase 1 – Districtwide HVAC and Asset Inventory

The selected firm shall develop or validate a comprehensive inventory of major HVAC and life-cycle assets.

The inventory shall include, to the extent reasonably available:

a) Facility;

b) Building;

c) System/equipment type;

d) Manufacturer;

e) Model;

f) Installation date;

g) Age;

h) Capacity;

i) Condition;

j) Maintenance history;

k) Known deficiencies;

l) Remaining useful life;

m) Replacement cost;

n) Energy characteristics;

o) Warranty status;

p) Criticality;

q) Replacement priority; and

r) Recommended action.

The consultant shall identify gaps or inaccuracies in existing District asset records.

Phase 2 – Condition and Remaining Useful Life Assessment

The firm shall assess the physical and operational condition of major HVAC systems and other critical assets.

The assessment shall distinguish between:

● Good condition;

● Aging but serviceable;

● Increasing maintenance risk;

● Functionally obsolete;

● End-of-life;

● Failed/critical;

● Immediate replacement need.

The consultant shall establish a defensible methodology for determining remaining useful life and replacement priority.

The district expects recommendations to be based on more than chronological age. The analysis should consider actual condition, failure history, maintenance costs, availability of replacement parts, energy performance, technology obsolescence, safety, code requirements, and operational reliability.

4.2 HVAC PRIORITIZATION

The selected firm shall develop a transparent prioritization methodology.

At a minimum, the methodology should consider:

a) Age;

b) Condition;

c) Remaining useful life;

d) Failure probability;

e) Consequence of failure;

f) Maintenance history;

g) Repair frequency;

h) Repair cost;

i) Energy efficiency;

j) Indoor environmental conditions;

k) Availability of replacement parts;

l) Safety;

m) Regulatory/code requirements;

n) Building use;

o) Student and staff impact;

p) Critical instructional requirements;

q) Seasonal vulnerability;

r) Availability of temporary solutions; and

s) Cost of replacement.

The district expects the consultant to produce a risk-based ranking of HVAC systems and other major assets.

4.3 3–5 YEAR HVAC AND LIFE-CYCLE REPLACEMENT PLAN

The principal deliverable shall be a prioritized three-to-five-year replacement plan. The plan shall identify projects by year, facility, system, priority, and estimated cost.

An illustrative format:

Fiscal Year School/Facility Asset/System Recommended Action Estimated Cost Priority

Year 1 [School] Chiller Replace $X Critical

Year 1 [School] RTUs Replace $X High

Year 2 [School] AHUs Replace $X High

Year 2 [School] Controls Upgrade $X High

Year 3 [School] Boiler Plant Replace $X Medium

Year 4 [School] HVAC Replacement $X Medium

Year 5 [School] HVAC Replacement $X Medium

The final plan shall include sufficient detail to permit the district to develop annual capital budgets and initiate projects.

4.4 LIFE-CYCLE COST ANALYSIS

For major replacement decisions, the consultant shall evaluate alternatives using life-cycle cost analysis rather than relying solely on initial purchase price.

Analysis should consider, as applicable:

a) Initial capital cost;

b) Design costs;

c) Installation;

d) Energy consumption;

e) Preventive maintenance;

f) Corrective maintenance;

g) Replacement parts;

h) Expected useful life;

i) Utility costs;

j) Reliability;

k) Downtime;

l) Future replacement requirements; and

m) Salvage/disposal costs.

The consultant shall identify opportunities where a higher initial investment may provide lower total cost of ownership.

4.5 FUNDING AND FINANCIAL ROADMAP

The selected firm shall develop a five-year financial roadmap identifying the anticipated investment required to execute the plan.

The roadmap shall identify:

a) Annual capital requirements;

b) Annual operating requirements;

c) Major replacement projects;

d) Projected maintenance savings;

e) Energy savings, where reasonably quantifiable;

f) Potential avoided emergency costs;

g) Potential funding sources;

h) Recommended project bundling opportunities; and

i) Funding gaps.

The consultant shall identify the consequences and risks associated with funding levels below the recommended investment.

The district should be able to use the final product to answer:

“If the District has $X available each year, what should we replace first, what can wait, and what are the risks of waiting?”

4.6 PROJECT PACKAGING AND IMPLEMENTATION STRATEGY

The consultant shall recommend how projects should be packaged and delivered.

Recommendations may include:

a) Individual projects;

b) School-by-school programs;

c) Bundled HVAC replacements;

d) Regional packages;

e) Job-order contracting;

f) Design-bid-build;

g) Design build;

h) Energy-performance contracting;

i) Other appropriate delivery methods.

The consultant shall identify opportunities to reduce costs and disruption by coordinating multiple replacements into a single project.

4.7 MAINTENANCE IMPROVEMENT COMPONENT

The HVAC/life-cycle plan shall be supported by improvements to the district’s maintenance practices.

The selected firm shall evaluate whether current maintenance practices are sufficient to maximize the useful life of existing assets.

The firm shall recommend improvements to:

a) Preventive maintenance;

b) Predictive maintenance;

c) HVAC inspections;

d) Seasonal startup/shutdown;

e) Filter management;

f) Controls optimization;

g) Asset documentation;

h) Work-order management;

i) Spare-parts management;

j) Contractor management;

k) Emergency response; and

l) Asset replacement forecasting.

The goal is to ensure that the district’s replacement program is accompanied by a maintenance strategy capable of extending the useful life of newly replaced assets.

4.8 STANDARD OPERATING PROCEDURES

The consultant shall develop or update internal SOPs necessary to support the recommended maintenance and life-cycle management program.

Priority SOPs shall include:

a) HVAC preventive maintenance;

b) HVAC inspections;

c) Emergency HVAC response;

d) Work-order prioritization;

e) Asset condition reporting;

f) Asset replacement recommendations;

g) Capital project handoff;

h) New equipment commissioning;

i) Warranty management;

j) Seasonal HVAC procedures;

k) Controls/BAS management;

l) Contractor management;

m) Parts and inventory management;

n) Documentation and recordkeeping;

o) Escalation procedures; and

p) Post-replacement maintenance requirements.

SOPs shall be practical operating documents intended for use by District personnel.

4.9 IMPLEMENTATION SERVICES

The district strongly prefers firms that can provide continuity from planning through execution.

The selected firm may be requested to assist the district in implementing approved recommendations, including:

a) Project management;

b) Procurement support;

c) Design coordination;

d) Contractor procurement;

e) Construction oversight;

f) Commissioning;

g) Equipment replacement;

h) CMMS updates;

i) Asset-data management;

j) Maintenance-program implementation;

k) Staff training;

l) SOP implementation;

m) Performance monitoring; and

n) Post-project evaluation.

Proposers shall clearly describe their ability to perform these services directly.

4.10 OPTIONAL DAILY OPERATIONS MANAGEMENT

The district may elect to have the selected firm provide ongoing maintenance management following completion of the planning and/or implementation phases.

Proposers shall describe their capability to assume responsibility for the daily operational management of the district’s maintenance organization, including:

a) Maintenance leadership;

b) Daily work planning;

c) Work-order management;

d) Preventive maintenance;

e) HVAC operations;

f) Emergency response;

g) Staffing and supervision;

h) Contractor management;

i) Inventory;

j) Budget management;

k) CMMS administration;

l) KPI reporting;

m) Customer service;

n) Safety;

o) Training; and

p) Continuous improvement.

The district may consider this service as an interim arrangement, managed-service model, or longer-term outsourced maintenance operation.

The proposer shall explain how it would transition from consulting to operational management without disrupting District services.

4.11 IMPLEMENTATION AND OPERATIONS CAPABILITY

Proposals shall include a dedicated section demonstrating the firm's ability to progress from:

Assessment → Prioritization → 3–5 Year Plan → Funding → Project Execution → Commissioning → Maintenance → Ongoing Operations

Proposers shall provide examples of comparable engagements in which they have:

a) Developed HVAC replacement programs;

b) Developed capital renewal/life-cycle plans;

c) Managed large-scale HVAC replacements;

d) Implemented maintenance improvements;

e) Developed maintenance SOPs;

f) Managed K–12 maintenance organizations;

g) Provided outsourced or managed facilities services; and

h) Assumed day-to-day operational responsibility.

5.0 PRICING

Proposal price shall constitute the total cost to the district for complete performance in accordance with the requirements and specifications herein, including all applicable charges for handling, transportation, administrative and other similar fees. Complete ATTACHMENT D: PRICING FORM and include in Vendor’s proposal. The pricing provided in ATTACHMENT D, or resulting from any negotiations, is incorporated herein and shall become part of any resulting Contract.

6.0 VENDOR EXPERIENCE

In its Proposal, Vendor shall demonstrate experience with public, K-12 and/or private sector clients with similar or greater size and complexity to the district. Vendor shall provide information as to the qualifications and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person.

7.0 REFERENCES

Vendor shall provide at least three (3) references, using ATTACHMENT C: CUSTOMER REFERENCE FORM, for which it has provided Services of similar size and scope to those proposed herein. References shall not be from the same company or from the soliciting district. In addition, Vendor shall provide references for and identify other government contracts it has received, for which your company has provided services of similar size and scope. The district may contact these users to determine whether the Services provided are substantially similar in scope to those proposed herein and whether Vendor’s performance has been satisfactory.

The information obtained may be considered in the evaluation of the Proposal.

8.0 PERSONNEL

Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner. “Professional manner” means that the personnel performing the Services will possess the skill and competence consistent with the prevailing business standards in the industry. Vendor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the district. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s obligations hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate any work by third party subcontractor(s).

Should the Vendor’s proposal result in an award, the Vendor shall be required to agree that it will not substitute key personnel assigned to the performance of the Contract without prior written approval by the Contract Lead. Vendor shall further agree that it will notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor’s recommended substitute personnel. The district will approve or disapprove the requested substitution in a timely manner. The district may, in its sole discretion, terminate the Services of any person providing Services under this Contract. Upon such termination, the district may request acceptable substitute personnel or terminate the contract Services provided by such personnel.

9.0 FINANCIAL STABILITY

As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to perform its obligations under the Contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this Contract is not prohibited by any contract, or order by any court of competent jurisdiction

10.0 SUBCONTRACTORS

No portion of the work shall be subcontracted without prior written consent of the district. In the event that the Vendor desires to subcontract some part of the work specified herein, the Vendor shall furnish with their bid the names, qualifications, and experience of their proposed subcontractors. The Vendor shall, however, remain solely and fully liable and responsible for the work done by its subcontractor(s) and shall assure compliance with all the requirements and specifications of the contract.

11.0 SECRETARY OF STATE REGISTRATION

Prior to entering into a contract with the district, the awarded Vendor(s) must complete registration with the NC Secretary of State.

Upon notification of award, the selected Vendor(s) must furnish evidence of filing within 10 business days. Failure to provide this documentation may result in the disqualification of the Vendor(s) bid from further consideration for the award. No purchase orders shall be issued prior to confirmation of completed registration with the Secretary of State.

A contract award under the above-referenced solicitation, and the resulting purchase orders, will produce repeated orders and transactions in North Carolina and will constitute “transacting business” in the State, which requires a certificate of authority from the North Carolina Secretary of State as provided in G.S. §55-15-01 (corporations) or §57D-7-01 (LLCs). Please go to: https://www.sosnc.gov/ to register.

Vendor registered with the North Carolina Secretary of State: Yes☐ No ☐

12.0 SPECIFICATIONS AND SCOPE OF WORK

12.1 GENERAL

The Wake County Public School System (“District”) is seeking proposals from qualified firms with demonstrated expertise in K–12 HVAC systems, facilities asset management, life-cycle planning, capital renewal, maintenance operations, and implementation of large-scale facility improvement programs.

The district’s objective is to move away from a reactive model of “replace when it fails” toward a predictable, risk-based life-cycle asset management program.

12.2 TASKS/DELIVERABLES

At a minimum, the selected firm shall provide:

1. Districtwide HVAC and major asset inventory;

2. Asset condition assessment;

3. Remaining useful life analysis;

4. HVAC risk and priority ranking;

5. Life-cycle replacement methodology;

6. Detailed three-to-five-year HVAC replacement plan;

7. Major asset life-cycle replacement plan;

8. Five-year capital funding forecast;

9. Life-cycle cost analysis;

10. Project packaging and delivery recommendations;

11. Maintenance improvement recommendations;

https://www.sosnc.gov/

12. HVAC and maintenance SOP manual;

13. Implementation roadmap;

14. Recommended KPIs and reporting dashboard;

15. Implementation of services proposal; and

16. Optional transition plan for ongoing operational management.

All data should be delivered in formats compatible with the district’s existing systems and in editable electronic formats.

12.3 SUCCESS CRITERIA

The successful consultant will provide the district with a plan that is:

● Prioritized – Critical failures and risks are clearly identified;

● Costed – Replacement costs are reasonably estimated;

● Time-bound – Projects are assigned to specific years;

● Risk-based – Priorities reflect operational and educational consequences;

● Financially realistic – The plan aligns with available funding scenarios;

● Actionable – Projects can move directly into implementation;

● Maintainable – New assets are supported by appropriate maintenance practices; and

● Sustainable – The District has the SOPs, staffing, systems, and management structure necessary to maintain the investment.

12.4 FIRM QUALIFICATIONS

The selected firm shall demonstrate substantial experience in:

● Large K–12 school districts;

● HVAC assessment and replacement planning;

● Capital renewal/life-cycle planning;

● Facility asset management;

● Life-cycle cost analysis;

● Maintenance operations;

● CMMS/asset management;

● Capital project implementation;

● Preventive maintenance;

● SOP development; and

● Outsourced or managed maintenance operations.

Experience managing portfolios comparable in size and complexity to the district’s portfolio shall be given significant consideration.

12.5 DESIRED RESULTS

At completion of this engagement, District leadership should have a clear, defensible answer to five questions:

1. What HVAC and major building assets do we have?

2. What condition are they in, and how much useful life remains?

3. Which assets must be replaced, repaired, or upgraded first—and why?

4. How much will the district need to invest over the next 3–5 years?

5. What organizational, maintenance, SOP, and operational changes are required to successfully execute and sustain the plan?

The district’s preferred partner will have the capability to remain engaged beyond the planning process and, if authorized, execute the recommended program and ultimately manage the district’s daily maintenance operations.

The desired relationship is therefore one that can provide continuity from strategic assessment and planning through implementation and ongoing operational performance.

12.6 PROJECT ORGANIZATION

Vendor shall describe the organizational and operational structure it proposes to utilize for the work described in this RFP and identify the responsibilities to be assigned to each person Vendor proposes to staff the work.

12.7 TECHNICAL APPROACH

Vendor’s proposal shall include, in narrative, outline, and/or graph form the Vendor's approach to accomplishing the tasks outlined in the Scope of Work section of this RFP. A description of each task and deliverable and the schedule for accomplishing each shall be included.

13.0 CONTRACT ADMINISTRATION

All Contract Administration requirements are conditioned on an award resulting from this solicitation. This information is provided for the Vendor’s planning purposes.

CONTRACT MANAGER AND CUSTOMER SERVICE

The Vendor shall be required to designate and make available a contract manager. The contract manager shall be the point of contact for Contract related issues and issues concerning performance, progress review, scheduling, and service.

Contract Manager Point of Contact

Name:

Office Phone #:

Mobile Phone #:

Email:

The Vendor shall be required to designate and make available for customer service. The customer service point of contact shall be the point of contact for customer service-related issues (define roles and responsibilities).

Customer Service Point of Contact

Name:

Office Phone #:

Mobile Phone #:

Email:

13.1 POST AWARD BUSINESS REVIEW MEETINGS

The Vendor, at the request of the district, shall be required to meet periodically Bi-Weekly with the district for Business Review meetings. The purpose of these meetings will be to review project progress reports, discuss Vendor and district performance, address outstanding issues, review problem resolution, provide direction, evaluate continuous improvement and cost saving ideas, and discuss any other pertinent topics.

13.2 CONTINUOUS IMPROVEMENT

The district encourages the Vendor to identify opportunities to reduce the total cost the district. A continuous improvement effort consists of various ways to enhance business efficiencies as performance progresses.

14.0 ATTACHMENTS

**IMPORTANT NOTICE**

RETURN THE REQUIRED ATTACHMENTS WITH YOUR RESPONSE

ATTACHMENT A: VENDOR INFORMATION SHEET

Complete and return the Vendor Information sheet associated with this RFP:

ATTACHMENT C: CUSTOMER REFERENCE FORM

Complete and return the Customer Reference Form:

ATTACHMENT D: COST PROPOSAL FORM

Complete and return the Cost proposal Form:

ATTACHMENT E: TERMS AND CONDITIONS

Review and terms and conditions:

ATTACHMENT F: ETHICS AND THE PURCHASING FUNCTION

Review and terms and conditions:

*** Failure to Return the Required Attachments May Eliminate Your Response from Further Consideration ***

15.0 Exhibit B - Insurance Requirements

COMMERCIAL GENERAL LIABILITY, COMMERCIAL AUTOMOBILE LIABILITY, AND WORKERS COMPENSATION ARE STANDARD LINES OF COVERAGE REQUIRED FOR ALL WAKE COUNTY BOARD OF EDUCATION (WCBOE)

AGREEMENTS

Type of Insurance Type of Service Minimum Insurance Limits Commercial General Liability (CGL)_ for direct operations, contractual liability and completed operations with limits not less than those stated

All Services $1,000,000 each occurrence Including Personal & Advertising Injury $1,000,000 each occurrence with $2,000,000 General Aggregate, and $2,000,000 Products/Completed Operations Aggregate and Medical Expense $5,000 (any one person)

Commercial Automobile Liability (CAL) including coverage for owned, hired, and non-owned vehicles:

Enhanced Limits Automobile Liability

All Services operating vehicles on WCPSS sites or transporting goods.

Contact WCPSS Risk Management For services that transport Students or Staff

Contact WCPSS Risk Management for Charter/Motorcoach Transportation

$1,000,000 per occurrence Combined Single Limit each accident.

$2,000,000 per occurrence Combined Single Limit (for Hired Transportation example EC Transportation, Special Events)

$5,000,000 per occurrence/Combined Single Limit required for Charter/Motorcoach Transportation Services

Workers Compensation (WC) including Occupational Disease and Employer's Liability Insurance.

All Services Required for any contractor with three or more W2 employees.

Contractors not required by law to carry Workers Compensation may be required to provide proof of or attest the personal health insurance

Part A: Worker’s Compensation Coverage – Statutory Limits as required by state of North Carolina Worker’s Compensation laws.

Part B: Employer’s Liability Bodily Injury by Accident: $500,000 each accident Bodily Injury by Disease: $500,000 each employee Bodily Injury by Disease: $500,000 Policy Limit

OTHER INDUSTRY TYPES OF APPROPRIATE INSURANCE BELOW OR LIMITS ARE REQUIRED BY WCPSS RISK

MANAGEMENT DEPENDING UPON THE SCOPE OF SERVICES

Professional Liability Insurance (PL) Errors and Omissions (E&O)

Required for any services involving professional services such as architectural and or engineering and design services. May include malpractice insurance if medical or mental health services are provided.

Minimum $1,000,000.

Sexual Misconduct Liability (SML) /Sexual Abuse/Molestation (SAM)

Required for any provider services when alone with students, including online services involving live chat. For allegations of sexual abuse by policyholders and those employed by them, whether founded or unfounded.

Minimum $1,000,000.

Cyber Liability (CL) Required for any service with access to or exchange involving personally identifiable information or software applications.

Minimum Limit requirements $1,000,000 up to $5,000,000

Aircraft/Aviation General Liability (AGL)

Required for any services or presentations involving manned or unmanned flight. Most commercial general liability policies will not cover aviation-related exposures.

Minimum $1,000,000 for each occurrence + WCBOE Policy must be followed and WCPSS Risk Management must approve the flying pre-flight.

Pollution Liability Required if hazardous waste / harmful substances are being utilized or disturbed.

Minimum $1,000,000. Each wrongful act with $2,000,000 aggregate