274-ES-FO-FY27-BoilerMaint.pdf

(v.09/15/25)

Request for Proposals # 274-ES-FO-FY27-BoilerMaint

Title: Boiler Inspections and Testing

Issue Date: October 15, 2026

Due Date: November 5, 2026, no later than 3:00PM EST

*LATE PROPOSALS WILL NOT BE ACCEPTED*

Issuing Department: Engineering Services

Direct all inquiries concerning this RFP to:

Steven Chelini Facilities Planning Supervisor Steven.Chelini@raleighnc.gov

Table of Contents

1. Introduction

1.1 Purpose

1.2 Background

1.3 RFP Timeline

1.5 Proposal Question

1.6 Proposal Submission Requirements & Contact Information

1.7 Business Engagement & Opportunities

1.8 Rights to Submitted Material

1.9 Communications

1.10 Lobbying

1.11 Conflicts of Interest

1.12 Proposer Expenses

1.13 Proposer Acceptance

2. Proposals

2.1 Request for Proposals Required Document Format

2.2 RFP Documents

3. Proposal Evaluation

3.1 Proposal Evaluation Criteria (Stage 1)

3.3 Final Selection

3.4 Notice to Proposers Regarding RFP Terms & Conditions

3.5 Contract Term…………………………………………………………….11

4. Scope of Services

Appendix I – Proposal Cost Form

Appendix II – Proposer Questionnaire

Appendix III – Reference Questionnaire (Instructions)

Appendix III – Reference Questionnaire Form

Appendix IV – Sample Contract

Appendix V – Boiler List and Fee Schedule

1 INTRODUCTION

1.1 Purpose

The City of Raleigh (COR) is solicitating proposals from one or more firm(s) with which to contract for the following services:

Boiler maintenance, testing, inspection, and repairs to all Boilers specified in Appendix V.

A detailed scope of services is provided in Section 4 of this document.

All information related to this solicitation, including any addenda, will be posted to the North Carolina electronic Vendor Portal (eVP) at https://evp.nc.gov/.

All questions related to this solicitation must be submitted in writing (via email) to the following individual – questions submitted via telephone will not be answered:

Contact Name Email Address Steven Chelini Steven.Chelini@raleighnc.gov

1.2 Background

The City of Raleigh, the Capital City of North Carolina, remains one of the fastest growing areas in the country. A great economy, top educational institutions, and exceptional health care facilities are some of the characteristics that attract people to the triangle area. The mild climate, diverse work force and proximity to Research Triangle Park combine to make Raleigh a great place to live.

Raleigh is a 21st Century City of Innovation focusing on environmental, cultural, and economic sustainability. The City conserves and protects our environmental resources through best practice and cutting-edge conservation and stewardship, land use, infrastructure and building technologies. The City welcomes growth and diversity through policies and programs that will protect and enhance Raleigh’s existing neighborhoods, natural amenities, history, and cultural and human resources for future generations. The City leads to improve quality of life for neighborhoods and standard of living for all citizens.

The City works with universities, colleges, citizens, and local partners to promote new technology, create new job opportunities, and encourage local businesses and entrepreneurs. The City enlists and prepares 21st Century staff with the skill sets to carry out the duties of the City through transparent civic engagement and by providing the very best customer service to our citizens.

1.3 Request for Proposal (RFP) Timeline

Provided below is a list of the anticipated schedule of events related to this solicitation.

The City of Raleigh reserves the right to modify and/or adjust the following schedule to meet the needs of the service. All times shown are Eastern Time (EST):

https://evp.nc.gov/

1.5 Proposal Questions

Requests for clarification and questions to this RFP must be received by the City not later than the date shown above in the RFP Timeline (Section 1.3) for the submittal of written inquires. The firm’s failure to request clarification and submit questions by the date in the RFP Timeline above shall be considered to constitute the firm’s acceptance of all City’s terms and conditions and requirements.

The City shall issue addenda reflecting questions and answers to this RFP, if any, and shall be posted to North Carolina electronic Vendor Portal (eVP). No information, instruction or advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Proposers can only rely on written material contained in an Addendum to this RFP.

It is important that all Proposers submitting to this RFP periodically check eVP for any Addenda. It is the Proposers responsibility to ensure that all addenda have been reviewed and, if required signed and returned.

All questions related to this solicitation must be submitted in writing (via email) to the following individual – questions submitted via telephone will not be answered:

Contact Name Email Address Steven Chelini Steven.Chelini@raleighnc.gov

RFP Process Date and Time

RFP Date

October 15, 2026

Deadline for Written Questions

October 22, 2026

City Response to Questions (anticipated)

October 29, 2026

Proposal Due Date and Time

November 5, 2026, no later than 3:00pm EST

Evaluation Meeting (anticipated)

November 12, 2026

Selection Announced (tentative)

November 19, 2026

1.6 Proposal Submission Requirements and Contact Information

Proposals must follow the format as defined in Section 2 (PROPOSALS), and be addressed and submitted as follows:

DELIVERED BY US POSTAL SERVICE

MAIL:

DELIVERED BY OTHER DEIVERY

SERVICES:

City of Raleigh City of Raleigh

ATTN: Steven Chelini ATTN: Steven Chelini

PO Box 590 222 W Hargett St. Suite 605

Raleigh, NC 27602 Raleigh, NC 27601

RFP No. 274-ES-FO-FY27-BoilerMaint RFP No. 274-ES-FO-FY27-BoilerMaint

Proposals must be enclosed in an envelope or package and clearly marked with the name of the submitting company, the RFP number and the RFP Title.

Proposers must submit:

A. one (1) signed original;

B. one (1) electronic version of the signed proposal and;

C. and three (3) copies of the signed proposal.

The electronic version of the Proposal must be submitted as a viewable and printable Adobe Portable Document File (PDF) on a USB Flash Drive. Both hard copy and electronic versions must be received by the City on or before the RFP due date and time provided in RFP Timeline (Section 1.3). Proposals received after the RFP due date and time will not be considered and will be returned unopened to the return address on the submission envelope or package.

Proposals that arrive after the due date and time will not be accepted or considered for any reason whatsoever. If the firm elects to mail in its response, the firm must allow sufficient time to ensure the City’s proper receipt of the package by the time specified in the RFP Timeline (Section 1.3). Regardless of the delivery method, it is the responsibility of the firm to ensure that their proposal arrives at the designated location specified in this Section by the due date and time specified in the RFP Timeline (Section 1.3).

1.7 Business Engagement & Opportunities

The City of Raleigh maintains processes to conduct business with all business enterprises, including small, emerging, growing, under-capitalized, and under-resourced firms or organizations.

1.8 Rights to Submitted Material

All proposals and supporting materials, as well as correspondence relating to this RFP, shall become the property of the City. The content of all submittals will be held confidential until the selection of the firm is made. Proposals will be reviewed by the Evaluation Team, as well as other City staff and members of the general public who submit public record requests. Any proprietary data must be clearly marked. In submitting a Proposal, each Prospective Proposer agrees that the City may reveal any trade secret materials contained in such response to all City staff and City officials involved in the selection process and to any outside consultant or other third party who serves on the Evaluation Team or who is hired by the City to assist in the selection process.

Proposals marked entirely as “confidential”, “proprietary”, or “trade secret” will be considered non-responsive and will be removed from the evaluation process.

1.9 Communications

All communications of any nature regarding this RFP with any City staff, elected City officials, evaluation committee members, are strictly forbidden from the time the solicitation is publicly posted until award. Questions must be submitted in writing to the individual designated in Section 1.1 (Purpose), prior to the deadline provided in the RFP Timeline (Section 1.3). Violation of this provision may result in the firm’s proposal being removed from consideration.

1.10 Lobbying

By responding to this RFP, the firm certifies that is has not and will not pay any person or firm to influence or attempt to influence an officer or employee of the City or the State of North Carolina, or any elected official in connection with obtaining a contract as a result of this RFP.

1.11 Conflicts of Interest

City of Raleigh contracts are controlled by three conflict of interest provisions.

First, federal procurement standards provide in 2 CFR 200.318 (c)(1), No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or a firm which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers, employees, and agents of the non-Federal entity may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts.

Similarly, the North Carolina General Statutes provides a criminal statute for conflicts of interest in public contracting. N.C.G.S. § 14-234(a):

(1) No public officer or employee who is involved in making or administering a contract on behalf of a public agency may derive a direct benefit from the contract except as provided in this section, or as otherwise allowed by law. (2) A public officer or employee who will derive a direct benefit from a contract with the public agency he or she serves, but who is not involved in making or administering the contract, shall not attempt to influence any other person who is involved in making or administering the contract. (3) No public officer or employee may solicit or receive any gift, favor, reward, service, or promise of reward, including a promise of future employment, in exchange for recommending, influencing, or attempting to influence the award of a contract by the public agency he or she serves.

City of Raleigh Charter Section 3.9 regulates private transactions between the City and its officials and employees. The Charter states:

No member of the City Council, official, or employee of the City of Raleigh shall be financially interested, or have any personal beneficial interest, either directly or indirectly, as agent, representative, or otherwise, in the purchase of, or contract for, or in furnishing any materials, equipment or supplies to the City of Raleigh, nor shall any official or employee of the City of Raleigh accept or receive, or agree to accept or receive, directly or indirectly, from any person, firm or corporation to whom any contract may be awarded or from whom any materials, equipment or supplies may be purchased by the City of Raleigh, by rebate, gift, or otherwise, any money or anything of value whatsoever, or any promise, obligation or contract for future reward or compensation, for recommending or procuring the uses of any such materials, equipment or supplies by the City of Raleigh; no member of the City Council, official or employee of the City of Raleigh shall for his own personal benefit operate, directly or indirectly, any concession in any building or on any lands of the City of Raleigh, nor shall any official or employee of the City of Raleigh bid for or be awarded any contract granting concessionary rights of any nature or kind from the City of Raleigh; it shall be unlawful for any member of the City Council, official or employee of the City of Raleigh to bid for or to purchase or to contract to purchase from the City of Raleigh any real estate, equipment, materials, or supplies of any nature or kind whatsoever, either directly or indirectly, at either public or private sale, either singly, or through or jointly with any other person.

1.12 Proposer Expenses

The City of Raleigh will not be responsible for any expenses incurred by any Proposer in the development of a response to this Request for Proposal or any other activities associated with this procurement including but not limited to any onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided, submitted, or given to City of Raleigh and/or its representatives. Further, the City of Raleigh shall reserve the right to cancel the work described herein prior to issuance and acceptance of any contractual agreement/purchase order by the recommended Proposer even if the awarding authority for each entity has formally accepted a recommendation.

1.13 Proposer Acceptance

Submission of any proposal indicates a Proposer’s acceptance of the conditions contained in this RFP. Furthermore, the City of Raleigh is not bound to accept a proposal on the basis of lowest price, and further, the City has the sole discretion and reserves the right to cancel this RFP, and to reject any and all proposals, to waive any and all informalities and/or irregularities and reserves the right to re-advertise this RFP with either the identical or revised scope and specifications if it is deemed to be in the best interests of the City to do so.

The City of Raleigh reserves the right to accept or reject any or all of the items in the proposal, and to award the contract in whole or in part and/or negotiate any or all items with individual Proposers if it is deemed in the best interest of the City to do so. Moreover, the City reserves the right to make no selection if proposals are deemed to be outside the fiscal constraint or not in the best interest of the City.

2 PROPOSALS

Submitted proposals must follow the format outlined below. The City may reject as non-responsive at its sole discretion any proposal that does not provide complete and/or adequate responses or departs in any substantial way from the required format.

2.1 Request for Proposals Required Document Format

Proposals should be on 8-1/2” x 11” (A4-sized) paper, printed on both sides, bound with only removable clips or staples (no 3-ring binders), and divided into sections using tabs to easily identify and separate each section as follows:

2.1.1. Section/Tab 1: Cover Letter

Provide an introduction letter summarizing the unique proposal of your firm to meet the needs of this service requirement. This letter should be presented on the firm’s official letterhead and signed by an authorized representative who has the authority to enter into a contract with the City on behalf of the firm. Additionally, include the name, address, telephone and email address of the individual who serves as the point of contact for this solicitation.

2.1.2. Section/Tab 2: Corporate Background and Experience

Include background information on the firm and provide detailed information regarding the firm’s experience with similar projects. Provide a list of all similar contracts performed in the past 3 number of years, accompanied by at least 3 references (contact persons, firm, telephone number and email address).

Include the total amount invoiced for each listed project, the length of the project, and list of those involved in the project who are also proposed for the subject project named in this solicitation. Failure to provide a list of all similar contracts in the specified period may result in the rejection of the firm’s proposal. The evaluation team reserves the right to contact any or all listed references, and to contact other public entities regarding past performance on similar projects.

2.1.3. Section/Tab 3: Financial Information

Review and provide one of the following three (3) financial statement options:

1. Recent audited or reviewed financial statements prepared by an independent certified public accountant (CPA) that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the audited or reviewed financial statements were prepared more than six (6) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures from the date of the audited or reviewed financial statements to the end of the most recent financial reporting period (i.e., the quarter or month preceding the issuance date of this RFP)).

OR

2. Recent compiled financial statements prepared by an independent CPA that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the compiled financial statements were prepared more than three (3) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures to date), and other evidence of financial stability such as most recently filed income tax return, evidence of a line of credit/loans/other type of financing with statement of amount in use/outstanding balance (e.g., a complete copy commitment letter, loan agreement, billing statement reflecting the line of credit or statement from lender acknowledging the commitment to fund the Proposer’s stated financing), personal guaranty with copies of personal income tax filing and statement of net worth or such other evidence that is accurate, reliable and trustworthy regarding the Proposer’s financial stability.

OR

3. Include a certified, signed statement from a licensed CPA regularly engaged in the review of the firm’s financial information verifying the financial viability of the firm.

All financial information, statements and/or documents provided in response to this solicitation shall be kept confidential provided that EACH PAGE is marked as follows:

“CONFIDENTIAL – DO NOT DISCLOSE EXCEPT FOR THE EXPRESS PURPOSE OF

PROPOSAL EVALUATION.“

“Recent” shall be defined as financial statements that were prepared within the 12 months preceding the issuance date of this RFP.

Consolidated financial statements of the Proposer’s parent or related corporation/business entity shall not be considered, unless: (1) the Proposer’s actual financial performance for the designated period is separately identified in and/or attached to the consolidated statements, (2) the parent or related corporation/business entity provides the State with a document wherein the parent or related corporation/business entity will be financially responsible for the Proposer’s performance of the contract and the consolidated statement demonstrates the parent or related corporation’s/business entity’s financial ability to perform the contract, financial stability and/or such other financial considerations identified in the evaluation criteria; and/or (3) Proposer provides its own internally prepared financial statements and such other evidence of its own financial stability identified above.

The firm’s failure to provide any of the above-referenced financial statements may result in the proposal being removed from consideration. Proposers are also encouraged to explain any negative financial information, and to provide documentation supporting those explanations and demonstrating the financial strength of the firm.

2.1.4. Section/Tab 4: Project Understanding, Approach and Schedule Provide a comprehensive narrative, outline, and/or graph demonstrating the firm's understanding and 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.

2.1.5. Section/Tab 5: Team Firm, Experience and Certifications

This section must include the proposed staffing, deployment and firm of personnel to be assigned to this project. The Proposer shall provide information as to the Proposals 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. A project-specific firm chart which clearly illustrates the roles, responsibilities, and the reporting relationships of each team member should be included.

2.1.6. Section/Tab 6: Cost

In a separate sealed envelope provide a minimum of three (3) complete copies of the Proposal Cost Form and any additional itemized cost breakdown or price schedule.

Hourly rates shall be fully burdened to include all costs, all applicable overhead and profit (including lodging, meals, and transportation). Attach any additional pricing details.

2.2 RFP Documents

This RFP is comprised of the base RFP document, any attachments, and any addenda released before the contract is awarded. All attachments and addenda released for this RFP in advance of any contract award are incorporated herein by reference.

3 PROPOSAL EVALUATION

3.1 Proposal Evaluation Criteria

This is not a bid. There will not be a public opening. The proposals received in response to this RFP will be evaluated and ranked by the evaluation committee in accordance with the process and evaluation criteria contained below. Responses will be evaluated in light of the material and substantiating evidence presented in the response and not based on what is inferred. After thoroughly reading and reviewing this RFP, each evaluation committee member shall conduct his or her independent evaluation of the proposals received and grade the responses on their merit in accordance with the evaluation criteria set forth in the following table.

Criteria (a) Weight

(b) Score (0-3)

(a) x (b) Weighted

Score Corporate Background and Experience 20

Firm Financial Stability 20

Project Understanding 20

Project Approach 15

Team Firm Experience 10

Proposed Cost 15

Total Score

Score Points 0- Missing or Does Not Meet Expectation 2- Meets Expectation 1- Partially Meets Expectation 3- Exceeds Expectation

Cost Formula: The cost criterion is rated by giving the proposal with the lowest total cost the maximum number of Cost points available. The remaining proposals are rated by applying the following formula:

1 - B - A x C = D A

A—the lowest Proposer’s cost.

B—the Proposer’s cost being scored.

C—the maximum number of cost points available.

D—Proposer’s cost score (points).

Note: If the formula results in a negative number (which will occur when the Offeror’s cost is more than twice the lowest cost), zero points shall be assigned.

3.2 Final Selection

Proposals will be evaluated and ranked according to the criteria and weighted values set forth in Section 3.1.

After which negotiations of a contract with the most qualified firm will commence. If negotiations are unsuccessful, the City will then pursue negotiations with the next most qualified firm. All Proposers will be notified of their standing immediately following the City’s decision.

The City shall not be bound or in any way obligated until both parties have executed a contract. The City also reserves the right to delay the award of a contract or to not award a contract.

3.3 Notice to Proposers Regarding RFP Terms and Conditions

It shall be the Proposer’s responsibility to read the RFP Instructions, the City’s contract terms and conditions (within the sample City Service Contract provided in Appendix IV), all relevant exhibits, attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Proposers are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

3.4 Contract Term

The contract issued by the City to the awarded proposer will define either a completion date by which the services are to be completed and finished, or a term date by which the services will begin and be provided repeatedly over a specific period. The details of the contract term and any options to renew or extend the contract, will be stated in the contract issued by the City. See Appendix IV for a sample-version of the City’s contract for services.

4 SCOPE OF SERVICES

Awarded proposer shall provide services, all as set forth in this RFP and more particularly described in this Section 4.

Contractor Requirements

1) The contractor shall provide from the manufacturer a signed document on company letterhead validating the vendor is a certified manufacturer representative of select equipment identified in Appendix V. For all other equipment in the table the City prefers a validation letter, but it is not required.

a. Note: Your Company is not required to be a manufacturer representative of all the equipment listed in Appendix V but must provide a list of equipment in the table their company is certified to perform service on.

2) The Contractor shall have system manufacturer software, programming tools, ability to update software, and access to a manufacturer liaison in order for the local branch to support the equipment identified in Appendix V.

3) The Contractor shall follow all guidelines, rules and regulations in regard to the

North Carolina Department of Labor Boiler and Pressure Vessels

4) The contractor shall follow all guidelines, rules and regulations in regard to the

North Carolina License Board

5) Each Contractor shall, at a minimum, meet and maintain the requirements listed in the following sections.

6) Contractors shall provide validation of certificate of training and authorization by the boiler manufacturer(s) to the competency of their work ability; and shall maintain all required licenses for its work and will be responsible for obtaining all required permits at no cost to City of Raleigh;

7) The Contractor shall furnish all labor, equipment, transportation and materials, including factory supplied service manuals, software, and diagnostic equipment to perform the scheduled maintenance and inspections as herein specified.

8) Contractor shall have and maintain an active North Carolina Mechanical H-1

License throughout the entirety of this contract.

9) Contractors shall have a minimum of five (5) consecutive years prior experience with the specific system(s), and with systems of similar size and complexity to the requirements within this solicitation.

10) Contractors shall obtain from the appropriate boiler’s manufacturer the following:

their status as a supplier, reseller or direct support chain; ability to obtain materials and services required to support City of Raleigh systems; and shall continuously adhere to all manufacturer and code-required check-out procedures for installation, maintenance, startup, commissioning and operation of any system or system equipment.

11) The Contractor shall require his employees to comply with the instructions pertaining to conduct and building regulations issued by duly appointed officials such as the building managers, guards, inspectors, etc.

12) The Contractor shall adhere to security and safety standards.

13) The Contractor’s employees must comply with the instructions pertaining to conduct and building regulations issued by facility staff and/or liaison.

14) A contract representative must be accessible to the City of Raleigh throughout the duration of the contract. Contractor must also keep the City informed of any changes regarding company name changes or corporate change outs

15) The Maintenance Contractor shall notify the Engineering Services, Facilities and

Operations Division within 15 minutes of any troubles which may arise while performing any services.

16) All work shall be completed in a workmanlike manner according to standard practices and any additional specifications provided by City of Raleigh.

17) Contractors shall have adequate facilities, tools and equipment to provide the service

18) Contractors shall ensure that a trained representative is scheduled with City of

Raleigh at the appropriate time to perform or provide all necessary field services, maintenance, commissions and repairs required to preserve and maintain a manufacturer warranty for the installed system(s);

19) Contractors shall keep all work areas clean and free from all debris and rubbish to the most reasonable extent possible. The Contractor shall remove all debris and rubbish from the work area on each visit.

Service Requirements Annual Inspection and Testing

The Boiler maintenance and testing inspection program, as herein specified, will consist of but limited to services for inspection, examinations, cleaning, testing of the systems and general performance and operation of the system.

All inspection, testing and maintenance will be coordinated and authorized by the Facilities and Operations liaison. A schedule of planned annual inspections must be submitted within three (3) business days prior to any servicing and inspecting. There are some locations identified in Appendix V that may require annual services to be performed after hours. After-hour charges are not applicable for these locations and the City will be responsible only for paying the base pricing identified in Appendix V.

The Contractor shall ensure that prior to completion of all inspections, testing and maintenance that all equipment shall be functioning properly as well as in a safe working condition prior to leaving the site and or leaving the system unattended. This shall be in the agreement of the Contractor and the representing liaison of the City of Raleigh.

Contractors shall provide a thorough wipe of all equipment panels and exposed access terminals. Contractors shall provide a visual inspection of the work area to ensure that no equipment or safety hazards exist.

The contractor shall provide the City of Raleigh all necessary information to make any repairs to a boiler system which fails an inspection. In the event the City of Raleigh chooses for the contractor to perform additional repairs, the awarded contractor will utilize the fee and rate schedule identified in Appendix V. After any repairs are made to the boiler system, the maintenance contractor must conduct a re-inspection, prior to leaving the site or leaving the system unattended.

The contractor shall perform the following one (1) annual inspection, testing, and cleaning as listed below:

1) Control Testing - Test the following operating, running, and starting controls (where applicable): operating limit, manual reset limit, auxiliary limit, primary low water cut off, secondary low water cut off, air flow switch, motor starter interlock, fuel low pressure switch, high fuel pressure switch, low fire start interlock, high fire interlock, fuel valve interlock, low oil pressure, low oil temperature, atomization media and, ignition transformer(s)

Bidder must provide detailed analysis report of equipment operation upon completion of each service for each facility. Report should include accuracy or inaccuracy of equipment performance. NOTE: Bidder must provide a sample report of boiler diagnostics with submittal.

2) Blower Motor - Inspect blower motor and blower wheel. Clean blower wheel if debris is collected on blower wheel blades

3) Vent Piping for Fuel Equipment - All vent piping on all equipment to be inspected where applicable. This may or may not be limited to main fuel lines and pilot regulators, main and pilot dump valves as well as high and low fuel pressure switches.

4) Fuel Train - Test fuel train components (where they apply to your equipment) for internal leaks as follows: main fuel valve, auxiliary fuel valve, main fuel line dump valve, pilot fuel valve, auxiliary pilot fuel valve, pilot dump valve, main regulator diaphragm, pilot regulator diaphragm, low fuel pressure switch diaphragm, and high fuel pressure switch diaphragm.

5) Pilot Assembly - Remove and disassemble pilot assembly. Clean, reassemble and reinstall pilot assembly if necessary.

6) Mechanical Leakage - Inspect, clean, lubricate, adjust and, if necessary, replace all tie rod ends, swivels and linkage arms.

7) Burner Assembly – remove burner assembly and inspect for damage. Clean / vacuum all boiler tubes and header assemblies associated with the burner assembly. Reconnect burner assembly post heat exchanger inspection.

a. Contractor shall provide all parts related to reinstallation of burner assemblies testing and inspection for each location listed in Appendix V.

This is in relation to gaskets, seals, orifices and other materials necessary for burner reassembly.

8) Burner Head - Inspect for heat deterioration, refractory integrity, soot or oil build up, rust or other foreign obstructions.

9) Stack Sensor – Inspect and clean stack sensor to ensure sensor is working properly.

10) Heat Exchanger - check heat exchanger for cracks, damage and defects.

11) Flame Safeguard Test - Perform main flame failure test, pilot failure test, running interlock failure test, and starting interlock failure test.

12) External Fuel Leak Test - Perform fuel leak test by using computerized fuel leak detector and test all accessible piping connections on the burner fuel train(s).

13) Combustion Test - Connect computerized combustion analyzer to exhaust.

Adjust burner for best efficiency operating on fuel and/or oil, whichever is applicable.

14) Visual Inspection - Visually inspect the equipment room; inspect oil lines, fuel piping, equipment exterior and combustion chamber (when accessible) where it is applicable.

15) Domestic Water Heaters - perform a visual inspection of the water heater tank, exterior burner assembly and pressure relief valve. Domestic Electric Water Heaters are not part of this visual inspection and or contract.

Emergency Response

Four (4) hour guaranteed response time by manufacturer-authorized service technicians, seven (7) days a week, 24 hours per day, 365 days per year, to begin troubleshooting / initial diagnosis.

Emergency Repairs of Boilers

Emergency repairs for the boilers require a four (4) hour response time from the Contractor for a properly trained technician to arrive at the boiler location(s) after actual notification by City of Raleigh, Facilities and Operations Division. If a Contractor is contacted by other City of Raleigh Divisions for a repair, Contractor shall attempt to contact the Facilities and Operations Division prior to departure to verify the necessity of the repair services.

Emergency repairs will require the following response:

1) City of Raleigh shall be provided a corrective action within a time period set forth by

City of Raleigh, not to exceed four (4) hours from the 1st notice of incident and request for service.

2) A list of these qualified individuals shall be provided to City of Raleigh and updated immediately whenever any change occurs.

3) When emergency repairs commence on a boiler, repairs shall continue until completion, or unless City of Raleigh determines another suitable course of action should be taken.

4) All labor hours for emergency repairs shall be per the flat rate the Contractor includes on its attached bid sheets.

5) City of Raleigh reserves the right to eliminate or add additional locations or equipment for maintenance as needed with contract amendment. There may be times when the equipment herein specified shall need repairs due to an Act of God, vandalism, etc.; therefore, Contractor is requested to provide “hourly labor rates” for both normal and after hours' maintenance / repair and rental unit provision.

Under these circumstances, an Act of God, vandalism, etc., City of Raleigh may elect to have the Contractor perform the repairs.

a. Warranties - Exclusions are all warranties that commence at the time of acceptance of the system by City of Raleigh and shall continue for a period of not fewer than 12 months and shall include labor and materials. Any exceptions or modifications to this requirement should be listed below.

b. Guarantees – Contractors shall provide a minimum of a one-year guarantee for all work performed and all materials provided to the covered system(s). The guarantee shall include any and all defective workmanship. Contractors shall provide City of Raleigh with a written statement of guarantee for the covered system(s).

Spare Parts Contractors shall have locally and accessible an inventory of commonly used spare parts (manufactured parts) for equipment at a specific location. The Contractor shall also stock commonly used spare parts on all service vehicles. Spare parts may be needed in the event an emergency repair is necessary.

All parts, materials and supplies used by Contractor shall be new and free of defects;

must be manufacturer recommended parts, and Contractor shall warrant that all repairs and improvements provided as part of the services shall be free of defects in materials and workmanship for a period of one-year from the date of completion of each repair or improvement. The City of Raleigh reserves the right to provide all necessary parts, kits, and related items that are deemed necessary to fulfill a complete inspection on each identified boiler listed in Appendix V.

Reports The Contractor shall provide City of Raleigh with a copy of each and every “maintenance / inspection” report for City of Raleigh equipment covered by this scope of work, to include copies of all completed Technical Analysis Inspection and any other maintenance reports created in conjunction with conducting maintenance on City of Raleigh boilers.

Post Inspection Recommendations The Contractor shall be responsible for notifying City of Raleigh in writing of any conditions detrimental to equipment in advance of 24-36 months. Any recommended repairs or replacements including systems with expiring life expectancies, shall be communicated to the Assistant Building Superintendents and/or Building Superintendent.

Repairs The Contractor is not to proceed with any additional work outside of scope of work until approved by Facilities and Operations designee. All quotes shall have labor hours broken down per hour. There shall be no “truck charges”, “fuel charges”, or “mileage charges” to any work for the City of Raleigh. All repairs and parts will be conducted under a separate Purchase Order supplied by City of Raleigh. The City of Raleigh reserves the right to obtain additional quotes for all repairs outside of this scope of work.

Service Tickets

1) The service technician shall leave a legible service ticket upon completion of services with the Facilities and Operations Division onsite designee(s). The ticket shall be signed by both the technician and the Facilities and Operations Division designee(s).

2) The service ticket is to include a complete task sheet listing the equipment serviced and explaining exactly what was done for every scheduled service call along with recommendations for improvements, repairs and replacements.

3) The technician shall clearly describe each task including labor time and replacement parts, fi any. Requires legible handwriting. The building name and address shall be included on the service ticket.

4) The technician should report any safety hazards or possible environmental quality problems directly to the Facilities and Operations Division designee(s).

5) An electronic copy of the service ticket shall be submitted with the invoice. Failure to submit the electronic service could delay payment of the services provided.

6) The selected contractor shall schedule prior to work performed at each site and present a picture ID with company name when on premises.

Invoicing and payment

1) All invoices shall be sent to AccountsPayable@raleighnc.gov after service has been performed. Invoices shall not be sent ahead of scheduled service.

2) No payments will be processed until scheduled service has been completed and a service ticket is provided.

3) Non-performed services will be deducted and/or omitted from billing.

mailto:AccountsPayable@raleighnc.gov

APPENDIX I

PROPOSAL COST FORM

The awarded proposer shall perform the services to be performed as set forth in this RFP and more particularly described in Section 4 for a not to exceed total amount of:

Attach proposal cost itemization or breakdown to this Appendix I Proposal Cost Form.

Proposer/Company Name: ____________________________________________________

Authorized Signature _______________________________Date__________________

Signed by: _____________________________________________________________

[Type or Print Name]

Title of Signer: __________________________________________________________

APPENDIX II

PROPOSER QUESTIONNAIRE

The following questions must be answered, and data given must be clear and comprehensive. If necessary, questions may be answered on separate sheets. The Proposer may submit any additional information desired.

Company Name: d/b/a (if applicable)

Street / PO Box:

City: State: Zip:

Phone: Fax: E-Mail:

Website (if applicable):

Sole Proprietor Partnership Corporation Other

Number of years in business under company’s present name:

Fed Tax ID #: DUNS # Are you registered with the North Carolina Secretary of State to conduct business (if required)? (Check One) YES: NO: Not Applicable:

Are you properly licensed/certified by the Federal and/or State of North Carolina to perform the specified work?

YES: NO: Not Applicable: ATTACH COPY OF ALL APPLICABLE LICENSING/CERTIFICATION DOCUMENTS Are/will you be properly insured to perform the work? YES: NO:

Contact for this Contract: Title:

Phone: Fax: E-Mail:

Have you ever defaulted or failed on a contract? (If yes, attach details) YES: NO:

List at least three (3) references for which you have provided these services (same scope/size) in the past three years - preferably government agencies. Do not include City of Raleigh as a reference to meet the requirement of listing at least (3) references.

PROPOSERS ARE RESPONSIBLE FOR SENDING REFERENCE QUESTIONNAIRE (APPENDIX III) TO THEIR

REFERENCES.

1. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

2. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

3. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

4. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

5. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

The undersigned swears to the truth and accuracy of all statements and answers contained herein:

Authorized Signature: Date:

APPENDIX III

REFERENCE QUESTIONNAIRE

(Instructions)

274-ES-FO-FY27-BoilerMaint Boiler Inspection and Testing

The City of Raleigh, as a part of the RFP, requires proposing companies to submit a minimum of three (3) business references as required within this document. The purpose of the references is to document the experience of the proposer relevant to the scope of services and assist in the evaluation process.

• The Proposer is required to send the reference form (the following two pages) to each business reference listed on Proposer Questionnaire.

• The business reference, in turn, is requested to submit the Reference Form directly to the City of Raleigh Point of Contact identified on the Reference Questionnaire form for inclusion in the evaluation process.

• The form and information provided will become a part of the submitted proposal. The business reference may be contacted for validation of the response.

• It is the Proposer’s responsibility to verify their references have been received by the City of Raleigh Point of Contact by the date indicated on the reference form.

APPENDIX III

REFERENCE QUESTIONNAIRE FORM

274-ES-FO-FY27-BoilerMaint Boiler Inspection and Testing

(Name of Business Requesting Reference)

This form is being submitted to your company for completion as a business reference for the company listed above.

This form is to be returned to the City of Raleigh, Steven Chelini via email to Steven.Chelini@raleighnc.gov no later than 3:00 p.m. EST, November 5, 2026 and MUST NOT be returned to the company requesting the reference.

For questions or concerns regarding this form, please contact the City of Raleigh, Point of Contact above.

Company Providing Reference

Contact Name and Title/Position

Contact Telephone Number

Contact Email Address

Questions:

1. In what capacity have you worked with this company in the past? If the company was under a contract, please acknowledge and explain briefly whether or not the contract was successful.

Comments:

2. How would you rate this company’s knowledge and expertise?

3= Excellent 2= Satisfactory 1= Unsatisfactory 0= Unacceptable

3. How would you rate the company’s flexibility relative to changes in the scope and timelines?

4. What is your level of satisfaction with hard-copy materials, e.g. reports, logs, etc. produced by the company?

5. How would you rate the dynamics/interaction between the company and your staff?

6. Who were the company’s principle representatives involved in providing your service and how would you rate them individually? Would you comment on the skills, knowledge, behaviors or other factors on which you based the rating?

(3= Excellent; 2= Satisfactory; 1= Unsatisfactory; 0= Unacceptable)

Name: Rating:

7. With which aspect(s) of this company’s services are you most satisfied?

8. With which aspect(s) of this company’s services are you least satisfied?

9. Would you recommend this company’s services to your organization again?

(v.10.01.26)

NORTH CAROLINA

WAKE COUNTY

CONTRACT FOR GENERAL SERVICES

THIS CONTRACT (the "Contract") is entered into by and between the City of Raleigh, a North Carolina Municipal Corporation, whose address is 222 West Hargett Street, Post Office Box 590, Raleigh, North Carolina 27602-0590 (hereinafter referred to as the "CITY"), and %%add company’s legal name%%, a %%add state of incorporation for the company%% %%add the company business type%% whose address is %%add company street address%%, %%add city%%, %%add state%% %%add zip%% (hereinafter referred to as the "SERVICE PROVIDER") (collectively, the CITY and the SERVICE PROVIDER are referred to herein as the "Parties");

For and in consideration of mutual promises to each as herein after set forth, the Parties hereto do mutually agree as follows:

1. THE CONTRACT

This Contract and the exhibits below (the "CONTRACT"), whether attached or incorporated by reference herein, represent the entire Contract between the Parties and suspends all prior oral or written statements, agreements or contracts:

a. EXHIBIT A: Description/Scope of Work

b. EXHIBIT B: SERVICE PROVIDER's Proposal dated %%add proposal date%% (the

"Proposal")

c. EXHIBIT C: Federal Compliance Provisions (if part or all of Contract is federally funded)

[remove Exhibit C if not using federal grant funds]

Except as otherwise provided herein, in the event of a conflict between this Contract and any of the attachments/exhibits or references recited in this Section 1, the terms of this Contract shall prevail.

2. DEFINITIONS

a. "Acceptance" means the written approval from the CITY of the services or work received by the CITY for the consideration as provided in Section 9, below.

b. "Commencement Date" means the date to which the SERVICE PROVIDER shall begin the work and services, but no earlier than the last of the parties to sign.

c. "Completion Date" means the date by which the work and services must be complete.

d. "Deliverables" means the tasks, reports, information, documents and other items, which the

SERVICE PROVIDER is required to complete and deliver to the CITY in accordance to Exhibit A.

e. "Effective Date" means the date of the last of the parties to sign.

f. "Expiration Date" means the date by which the term or period of time the work and services are to be provided ends. And the date by which work and services can no longer be provided by the SERVICE PROVIDER.

g. "Notice to Proceed" is CITY's written notice and authorization for SERVICE PROVIDER to begin the work and services in accordance to Exhibit A.

Page | 2

h. "Project" means the work or services as defined in Exhibit A to be performed by the SERVICE PROVIDER for the consideration as provided in Section 9, below.

i. “Project Management Software (PMS)” is the CITY’s designated project management software utilized for communications, invoicing, and additional project related tasks.

j. "Services" (or "Work") means the work or services including any deliverables which SERVICE PROVIDER is to perform for CITY as set forth in Exhibit A.

3. DESCRIPTION OF WORK AND SERVICES TO BE PERFORMED

SERVICE PROVIDER shall perform the services as described in Exhibit A. Unless otherwise provided in Exhibit A, the SERVICE PROVIDER shall obtain and provide all labor, materials, equipment, transportation, facilities, services, permits, and licenses necessary to perform the Services.

4. CITY CONTRACT MANAGER

CITY will designate a contract manager (the "CITY's Contract Manager") to facilitate the SERVICE PROVIDER's performance of the Services. Such person(s) will have complete authority to transmit instructions and receive information with regard to the services covered by this Contract except as otherwise noted within this Contract. The CITY, at any time, can change its Contract Manager, and will so inform the SERVICE PROVIDER of this change.

5. SERVICE PROVIDER CONTRACT MANAGER

SERVICE PROVIDER shall properly designate a contract manager ("SERVICE PROVIDER's Contract Manager") in performing Services under this Contract. The duties of the SERVICE PROVIDER's Contract Manager include, but are not limited to:

a. Coordinating Project Schedules and the SERVICE PROVIDER's resource assignment based upon the CITY'S requirements and…