7-B. RFP Document FY26-RFP-03 HVAC System Services.pdf

REQUEST FOR PROPOSALS

HEATING, VENTIL ATION , AND AIR CONDIT IONIN G

(HVAC ) SYST EM S ERVICES

RFP # FY26- RFP-03

CITY O F CHA RLOT T E

NORTH CAROLINA

OC TO BER 6 , 2025

REQUEST FOR PROPOSALS

RFP # FY26-RFP-03

HEATING, VENTILATION, AND AIR CONDITIONING (HVAC) SYSTEM SERVICES

October 6, 2025

Interested Company:

Charlotte Water, a department of the City of Charlotte, North Carolina, is now accepting Proposals for Heating, Ventilation, And Air Conditioning (HVAC) System Services. The requirements for submitting a Proposal are stated in the attached Request for Proposals (the “RFP”). Please review them carefully.

Charlotte Water is using the Bonfire City of Charlotte e-Procurement Portal (“Procurement Portal” -https://charlottenc.bonfirehub.com) to accept and evaluate proposals for this RFP. Proposals must be submitted electronically through the Procurement Portal on or before the Due Date in order to be accepted.

Each Company is solely responsible for the timely delivery of their Proposal. Companies accept all risks of late delivery regardless of fault. In addition, Companies accept all risks if file is corrupted, incorrect, incomplete, or not attached. Any Proposal received after the date and time specified, regardless of the mode of delivery, shall not be considered.

A Non-Mandatory Virtual Pre-Proposal Conference for the purpose of reviewing the RFP and answering questions regarding the Services will be held on October 14, 2025, at 10:30 a.m. As a precautionary measure due to COVID-19 and understanding that some businesses have chosen to suspend employee travel, a video conferencing line has been set up for Companies to attend the Pre-Proposal Conference. No onsite meeting will be held and Companies should not come to the City expecting to attend in person. While attendance at the Pre-Proposal Conference is not mandatory, all interested Companies are encouraged to participate.

Click here to join – Microsoft Teams Video Conference https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTE0NzU1ZjEtY2QxYS00Y2RhLWJjOWEtMTMzYjQxMDllOTc2%40thread.v2/0?context=%7b%2 2Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%2226781ee6-63f0-45ff-8f27-a98dfc19e431%22%7d

To join via phone only - 872-256-4172 Conference ID: 331 630 733#

Please have a copy of the RFP available for reviewing during the Pre-Proposal Conference. Proposal submissions are due no later than October 30, 2025, at 2:00 p.m.

All times stated in this RFP shall be of the eastern time zone (ET).

The City is an equal opportunity purchaser.

Sincerely, Elizabeth Leigh Murray Procurement Officer https://charlottenc.bonfirehub.com/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTE0NzU1ZjEtY2QxYS00Y2RhLWJjOWEtMTMzYjQxMDllOTc2%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%2226781ee6-63f0-45ff-8f27-a98dfc19e431%22%7d

Checklist for submitting a Proposal:

Step 1 Read the document fully.

Step 2 Review the solicitation timeline and upcoming events in the Procurement Portal and download copies of any documents if you plan to submit a Proposal.

Step 3 Submit any questions via the Procurement Portal by the deadline(s) noted for the solicitation.

Step 4 Conduct a thorough review of the Sample Contract. Any exceptions to the Sample Contract must be uploaded in word format (with redlines/tracked changes).

Step 5 Monitor the Procurement Portal for any addendums and/or responses to questions.

If you plan to submit a Proposal, you must submit all required documents and respond to all questions within the Procurement Portal for the RFP.

If awarded a contract, your company will be required to provide an insurance certificate(s) that meets or exceeds the requirements set forth in the Sample Contract.

Table of Contents

TABLE OF CONTENTS

1. INTRODUCTION

1.1. OBJECTIVE

1.2. DEFINITIONS

1.3. ACCURACY OF RFP AND RELATED DOCUMENTS

1.4. CITY’S RIGHTS AND OPTIONS

1.5. EXPENSE OF SUBMITTAL PREPARATION

1.6. PROPOSAL CONDITIONS

2. PROCUREMENT PROCESS

2.1. SCHEDULE AND PROCESS

2.2. INTERPRETATIONS AND ADDENDA

2.3. PRE-PROPOSAL CONFERENCE

2.4. SUBMISSION OF PROPOSALS

2.5. CORRECTION OF ERRORS

2.6. EVALUATION

2.7. CONTRACT AWARD BY CITY COUNCIL. (ANTICIPATED)

2.8. VENDOR INCLUSION

3. SCOPE OF HVAC SYSTEM SERVICE. .......... ERROR! BOOKMARK NOT DEFINED.

4. PROPOSAL CONTENT AND FORMAT. ........ ERROR! BOOKMARK NOT DEFINED.

4.1. PROPOSAL CONTENT. ................................................ ERROR! BOOKMARK NOT DEFINED.

5. PROPOSAL EVALUATION CRITERIA. ........ ERROR! BOOKMARK NOT DEFINED.

5.1. QUALIFICATIONS, EXPERIENCE, AND APPROACH. ..... ERROR! BOOKMARK NOT DEFINED.

5.2. COST EFFECTIVENESS AND VALUE. .......................... ERROR! BOOKMARK NOT DEFINED.

5.3. ACCEPTANCE OF THE TERMS OF THE CONTRACT. ..... ERROR! BOOKMARK NOT DEFINED.

Section 1 Introduction and General Information

1. INTRODUCTION.

1.1. Objective.

The objective of this RFP is to solicit Proposals that will enable the City to determine which Company and Proposed Solution will best meet the City’s needs for the Services detailed in the Scope of Work.

1.2. Definitions.

As used in this RFP, the following terms shall have the meanings set forth below:

Acceptance: Refers to receipt and approval by the City of a Deliverable or Service in accordance with the acceptance process and criteria in the Contract.

Affiliates: Refers to all departments or units of the City and all other governmental units, boards, committees or municipalities for which the City processes data or performs services.

Charlotte Business INClusion/CBI: Refers to the Charlotte Business INClusion office of the City of

Charlotte.

Charlotte Business INClusion Policy/ CBI Policy: Refers to the policy adopted by City Council, which seeks to enhance competition in contracting and procurement opportunities for MWSBEs located in the Charlotte Combined Statistical Area.

Charlotte Combined Statistical Area: Refers to the area consisting of the North Carolina counties of Anson, Cabarrus, Cleveland, Gaston, Iredell, Lincoln, Mecklenburg, Rowan, Stanly, and Union, and the South Carolina counties of Chester, Lancaster, and York;

a criterion used by Charlotte Business INClusion to determine eligibility to participate in the program.

City: Refers to the City of Charlotte, North Carolina.

City Project Manager: Refers to a specified City employee representing the City’s best interests in this Project.

Company: During the solicitation process, refers to a company that has interest in providing the Services. After the solicitation process, refers to a company that has been selected by the City to provide the Services.

Company Project Manager: Refers to a specified Company employee representing the best interests of the Company for this Project.

Contract: Refers to a written agreement executed by the City and the Company for all or part of the Services.

Deliverables: Refers to all tasks, reports, information, designs, plans, and other items that the Company is required to deliver to the City in connection with the Contract.

Department: Refers to a department within the City of Charlotte.

Documentation: Refers to all written, electronic, or recorded works that describe the use, functions, features, or purpose of the Deliverables or Services or any component thereof, and which are provided to the City by the Company or its subcontractors, including without limitation all end user manuals, training manuals, guides, program listings, data models, flow charts, and logic diagrams.

Emergency Repair: Any repair deemed by the City, in its sole discretion, to require an on-site response time by the Company of no greater than four hours from initial notification by the City. This may include, but is not limited to, HVAC system issues at the City’s Laboratory or UV rooms.

Evaluation Committee: Refers to a City-appointed committee that will evaluate Proposals and identify the Company(-ies) best meeting the needs of the City.

Minority-owned Business Enterprise/ MBE: Refers to a business enterprise that: (i) is certified by the State of North

Carolina as a Historically Underutilized Business (HUB) within the meaning of N.C. Gen. Stat. § 143-128.4; (ii) is at least fifty-one percent (51%) owned by one (1) or more persons who are members of one of the following groups: African American or Black, Hispanic, Asian, Native American or American Indian; and (iii) has significant business presence in the Charlotte Combined Statistical Area.

MWSBE: Refers to SBEs, MBEs, and WBEs, collectively.

MWSBE Goal: If an RFP or Contract has separate Subcontracting Goals for MBEs, WBEs, and/or SBEs, the term MWSBE is a shorthand way to refer collectively to all MBE, WBE, and SBE Goals set for the RFP. In some instances, the City may set one (1) combined goal for MBEs, WBEs, and/or SBEs, in which event the term MWSBE Goal refers to that one (1) combined goal. In the latter instance, calculated as a percentage, the MWSBE Goal represents the total dollars spent with MBEs, WBEs, and SBEs as a portion of the total Proposal amount, including any contingency.

Project: Refers to the City’s need for a company to provide Heating, Ventilation, and Air Conditioning (HVAC) System Services for the City.

Proposal: Refers to the proposal submitted by a Company for the Services as outlined in this RFP.

Services: Refers to the Heating, Ventilation, and Air Conditioning (HVAC) System Services as requested in this RFP.

Small Business Enterprise/SBE: Refers to a business enterprise that is certified by the City of Charlotte under

Part E of the CBI Policy as meeting all of the requirements for SBE certification.

Specifications and Requirements: Refers to all definitions, descriptions, requirements, criteria, warranties, and performance standards relating to the Deliverables and Services that are set forth or referenced in: (i) this RFP, including any addenda; (ii) the Documentation; and (iii) any functional and/or technical specifications that are published or provided by the Company or its licensors or suppliers from time to time with respect to all or any part of the Deliverables or Services.

Subcontracting Goal: Refers to a SBE, MBE, WBE, and/or MWSBE Goal established by the City for an RFP and resulting Contract.

Trade Secrets: Information of the City or any of its suppliers, contractors or licensors that:

(i) derives value from being secret; and (ii) the owner has taken reasonable steps to keep confidential. See N.C. Gen. Stat. § 66-152 et seq. Examples of trade secrets include information relating to proprietary software, new technology, new products or services, flow charts or diagrams that show how things work, manuals that tell how things work and business processes and procedures.

Woman-owned Business Enterprise/ WBE: Refers to a business enterprise that: (i) is certified by the State of North

Carolina as a Historically Underutilized Business (HUB) within the meaning of N.C. Gen. Stat. § 143-128.4; (ii) is at least fifty-one percent (51%) owned by one or more persons who are female; and (iii) has significant business presence in the Charlotte Combined Statistical Area.

Work Product: Refers to the Deliverables and all other programs, algorithms, reports, information, designs, plans and other items developed by the Company in connection with this RFP, and all partial, intermediate or preliminary versions of any of the foregoing.

1.3. Accuracy of RFP and Related Documents.

Each Company must independently evaluate all information provided by the City. The City makes no representations or warranties regarding any information presented in this RFP, or otherwise made available during this procurement process, and assumes no responsibility for conclusions or interpretations derived from such information. In addition, the City will not be bound by or be responsible for any explanation or conclusions regarding this RFP or any related documents other than those provided by an addendum issued by the City. Companies may not rely on any oral statement by the City or its agents, advisors, or consultants.

If a Company identifies potential errors or omissions in this RFP or any other related documents, the Company should immediately notify the City of such potential discrepancy in writing. The City may issue a written addendum if the City determines clarification necessary. Each Company requesting an interpretation will be responsible for submitting them per Section 2.3.

1.4. City’s Rights and Options.

The City reserves the right, at the City’s sole discretion, to take any action affecting this RFP, this RFP process, or the Services or facilities subject to this RFP that would be in the best interests of the City, including:

1.4.1. To supplement, amend, substitute, or otherwise modify this RFP, including the schedule, at any time;

1.4.2. To cancel this RFP with or without the substitution of another RFP;

1.4.3. To require one or more Companies to supplement, clarify or provide additional information in order for the City to evaluate the Proposals submitted

1.4.4. To investigate the qualifications, experience, capabilities, and financial standing of each Company submitting a Proposal;

1.4.5. To waive any defect or irregularity in any Proposal received;

1.4.6. To reject any or all Proposals;

1.4.7. To share the Proposals with City employees other than the Evaluation Committee or City advisory committees as deemed necessary;

1.4.8. To award all, none, or any part of the Services and enter into Contracts with one or more of the responding Companies deemed by the City to be in the best interest of the City, which may be done with or without re-solicitation;

1.4.9. To discuss and negotiate with any Company(-ies) their Proposal terms and conditions, including but not limited to financial terms;

1.4.10. To terminate discussions and negotiations with any Company at any time and for any reason;

1.4.11. To issue additional requests for information; and

1.4.12. To take any action affecting this RFP, this RFP process, or the Services or facilities subject to this RFP that would be in the best interest of the City.

1.5. Expense of Submittal Preparation.

The City accepts no liability, and Companies will have no actionable claims, for reimbursement of any costs or expenses incurred in participating in this solicitation process. This includes expenses and costs related to Proposal submission, submission of written questions, attendance at pre-proposal meetings or evaluation interviews, contract negotiations, or activities required for contract execution.

1.6. Proposal Conditions.

1.6.1. The following terms are applicable to this RFP and the Company’s Proposal Not An Offer.

This RFP does not constitute an offer by the City. No binding contract, obligation to negotiate, or any other obligation shall be created on the part of the City unless the City and the Company execute a Contract. No recommendations or conclusions from this RFP process concerning the Company shall constitute a right (property or otherwise) under the Constitution of the United States or under the Constitution, case law, or statutory law of North Carolina.

1.6.2. Right to Terminate Discussions.

The Company’s participation in this process might result in the City selecting the Company to engage in further discussions. The commencement of such discussions, however, does not signify a commitment by the City to execute a Contract or to continue discussions. The City can terminate discussions at any time and for any reason.

1.6.3. Trade Secrets and Personal Identification Information.

Definition.

Upon receipt by the City, all materials submitted by a Company (including the Proposal) are considered public records except for (1) material that qualifies as “trade secret” information under N.C. Gen. Stat. § 66-152 et seq. (“Trade Secrets”) or (2) “personally identifiable information” protected by state or federal law, to include, but not be limited to, Social Security numbers, bank account numbers, and driver’s license numbers (“Personally Identifiable Information” or “PII”).

Instructions for Marking and Identifying Trade Secrets.

If any Proposal contains Trade Secrets or PII, such Trade Secrets and PII must specifically and clearly be identified by clearly separating them from the rest of the Proposal and marked either “Personally Identifiable Information – Confidential” or “Trade Secret— Confidential and Proprietary Information.” This confidentiality caption must appear on each page of the Trade Secret or PII materials, and the document(s) must be submitted separately in the Procurement Portal.

Availability of Proposals to City Staff and Contractors.

By submitting a Proposal, each Company agrees that the City may reveal any Trade Secret materials and PII contained therein to all City staff and City officials involved in the selection process, and to any outside consultant or other third parties who serve on the Evaluation Committee or who are hired or appointed by the City to assist in the evaluation process.

Availability of Proposals via Public Records Requests.

Any person or entity (including competitors) may request Proposals submitted in response to an RFP. Only those portions of RFPs properly designated as Trade Secret or PII are not subject to disclosure. The public disclosure of the contents of a Proposal or other materials submitted by a Company is governed by N.C. Gen. Stat. §§ 132 and 66-152, et seq.

When determining whether to mark materials as Trade Secret, please note the following:

• Entire Proposals may not be marked as Trade Secret

• Pricing may not be marked as Trade Secret

The City may disqualify and Company that designates its entire Proposal as a trade secret, or any portion thereof that clearly does not qualify under applicable law as a Trade Secret or PII. Each Company agrees to indemnify, defend, and hold harmless the City and each of its officers, employees, and agents from all costs, damages, and expenses incurred in connection with refusing to disclose any material that the Company has designated as a Trade Secret or PII. This includes an obligation on the part of the Company to defend any litigation brought by a party that has requested Proposals or other information that the Company has marked Trade Secret or PII.

1.6.4. Statutory Requirements.

Any Contract awarded as a result of this RFP shall be in full conformance with all statutory requirements of North Carolina and all statutory requirements of the Federal Government, to the extent applicable.

1.6.5. Reservation of Right to Change Schedule.

The City shall ultimately determine the timing and sequence of events resulting from this RFP. The City reserves the right to delay the closing date and time for any phase if City staff believe that an extension will be in the best interest of the City.

1.6.6. Reservation of Right to Amend RFP.

The City reserves the right to amend this RFP at any time during the process, if it believes that doing so is in the best interests of the City. Any addenda will be posted to the Procurement Portal. Companies are required to acknowledge receipt of each addendum.

1.6.7. No Collusion or Conflict of Interest.

By responding to this RFP, the Company shall be deemed to have represented and warranted that the Proposal is not made in connection with any competing Company submitting a separate response to this RFP, and is in all respects fair and without collusion or fraud.

1.6.8. Proposal Terms Firm and Irreversible.

The signed Proposal shall be considered a firm offer on the part of the Company. The City reserves the right to negotiate price and other terms. All Proposal elements (including all statements, claims, declarations, prices, and specifications) shall be considered firm and irrevocable for purposes of future Contract negotiations unless specifically waived in writing by the City. The Company chosen for award should be prepared to have its Proposal and any relevant correspondence incorporated into the Contract, either in part or in its entirety, at the City's election. Any false or misleading statements found in the Proposal or Contract exceptions not included in the Proposal may be grounds for disqualification.

1.6.9. Charlotte Business INClusion Program.

Pursuant to Charlotte City Council’s adoption of the Charlotte Business INClusion (CBI) Policy, the CBI program promotes diversity, inclusion, and local business opportunities in the City’s contracting and procurement process for Minority-owned, Woman-owned, and

Small Business Enterprises (MWSBEs) with a significant business presence in the Charlotte Combined Statistical Area. The CBI Policy is posted at www.charlottebusinessinclusion.com.

The City is committed to promoting opportunities for maximum participation of certified MWSBEs on City-funded contracts at both the prime and subcontract level. For MWSBE participation to count towards a Subcontracting Goal, MWSBEs must meet both the certification and geographic requirements as detailed throughout this solicitation and in the CBI Policy.

The City intends to negotiate utilization of MWSBE(s). The Company is required to submit the “MWSBE Utilization Form” through the Procurement Portal. Failure to submit this form with the Proposal shall render the Proposal non-responsive.

1.6.10. Subcontracting.

The Company given contract award shall be the prime contractor and shall be solely responsible for contractual performance. In the event of a subcontracting relationship, the Company shall remain the prime contractor and will assume all responsibility for the performance of the Services that are supplied by all subcontractors. The City retains the right to approve all subcontractors. Additionally, the City must be named as a third-party beneficiary in all subcontracts.

1.6.11. Equal Opportunity.

The City has an equal opportunity purchasing policy. The City seeks to ensure that all segments of the business community have access to supplying the goods and services needed by City programs. The City provides equal opportunity for all businesses and does not discriminate against any Companies regardless of race, color, religion, age, sex, and national origin or disability.

1.6.12. Use of City’s Name.

No advertising, sales promotion, or other materials of the Company or its agents or representatives may identify or reference the City in any manner absent the prior written consent of the City.

1.6.13. Withdrawal for Modification of Proposals.

Companies may change or withdraw a previously-submitted Proposal at any time prior to the Proposal due date by editing or removing their submission on the Procurement Portal.

1.6.14. No Bribery.

In submitting a response to this RFP, each Company certifies that neither it, any of its affiliates or subcontractors, nor any employees of any of the foregoing has bribed, or attempted to bribe, an officer or employee of the City in connection with the Contract.

1.6.15. Exceptions to the RFP.

Other than exceptions that are stated in compliance with this Section, each Proposal shall be deemed to agree to comply with all terms, conditions, specifications, and requirements of this RFP including the Sample Contract language. An “exception” is defined as the Company’s inability or unwillingness to meet a term, condition, specification, or requirement in the manner specified in the RFP including in the Sample Contract. All exceptions taken must be identified and explained in writing in your Proposal and must specifically reference the relevant section(s) of this RFP. If the Company provides an alternate solution when taking an exception to a requirement, the benefits of this alternative solution and impact, if any, on any part of the remainder of the Company’s solution, must be described in detail.

Exceptions must be submitted under the Acknowledgement section in the Procurement Portal. If exceptions are not identified in your Proposal, they may not be considered during Contract negotiation and could result in Proposal being rejected from further consideration.

http://www.charlottebusinessinclusion.com/

If legal counsel needs to review the Sample Contract prior to signature, reviews must be completed before your Proposal is submitted. The City reserves the right to refuse consideration of any terms not so included. Any proposed changes to the Sample Terms after tentative contract award may constitute a material change to the Company’s Proposal and be grounds for revoking the award.

The City intends to enter into a City-drafted Contract with the successful Company that contains the terms and conditions set forth in the Sample Services Contract. The number and extent of any exceptions and proposed additions to the Sample Terms will be one of the City’s evaluation criteria.

Notwithstanding the foregoing, the City reserves the right to modify the Sample Terms prior to or during contract negotiations if it is in the City’s best interest to do so.

1.6.16. Fair Trade Certifications.

By submitting a Proposal, the Company certifies that:

• The prices in its Proposal have been arrived at independently, without consultation, communication, or agreement with anyone, as to any matter relating to such prices for the purpose of restricting competition;

• Unless otherwise required by law, the prices quoted in its Proposal have not been knowingly disclosed by the Company and will not knowingly be so disclosed prior to the Proposal due date; and

• No attempt has been made or will be made by the Company to induce any other person or firm to submit or not to submit a Proposal for the purpose of restricting competition.

1.6.17. Companies’ Obligation to Fully Inform Themselves.

Companies or their authorized representatives must fully inform themselves as to all conditions, requirements, and specifications of this RFP before submitting a Proposal.

Failure to do so will be at the Company’s own risk.

1.6.18. Disclaimer

Each Company must perform its own evaluation and due diligence verification of all information and data provided by the City. The City makes no representations or warranties regarding any information or data provided by the City.

Section 2 Procurement Process

2. PROCUREMENT PROCESS.

This Section 2 contains information about the procurement process for this Project.

2.1. Schedule and Process.

The following chart shows the schedule of events for the conduct of this RFP. The key events and deadlines for this process are as follows, some of which are set forth in more detail in the Sections that follow:

DATE EVENT

October 6, 2025 Issuance of RFP. The City issues this RFP.

October 14, 2025 Intent to Bid. Company submits its intent to submit a Proposal via the Procurement Portal for this RFP by 5:00 p.m.

October 14, 2025 Non-Mandatory Pre-Proposal Conference to be held via the link indicated in Section 2.4 at 10:30 a.m.

October 20, 2025 Submission of Questions After the Pre-Proposal Conference. Questions are due by 5:00 p.m.

October 30, 2025 Proposal Submission. Proposals are due by 2:00 p.m. via the Procurement Portal.

October 2025- November 2025

Evaluation. The Evaluation Committee will assess each Proposal and conduct evaluation activities with Companies.

December 8, 2025 Contract Award by City Council. (anticipated)

February 1, 2026 Services Commence. Company begins providing the Services.

2.1. Intent to Bid.

Please acknowledge receipt of this RFP through the Intent to Bid feature within the Procurement Portal, advising the City of your Company’s intention to submit or not submit a Proposal. The City strongly encourages Companies to submit their Intent to Bid prior to the Pre-Proposal Conference, but Companies shall not be precluded from submitting a Proposal if they fail to submit their Intent to Bid.

2.2. Interpretations and Addenda.

There are two (2) ways to ask questions about this RFP: (1) submit a question through the Vendor Discussion section on the Procurement Portal; or (2) ask a question at the Pre-Proposal Conference, if one is held. Other than these permitted methods, Companies should refrain from contacting City staff prior to the Proposal due date. The City is not bound by any statements, representations or clarifications regarding this RFP other than those provided in writing by the Procurement Officer.

After the Pre-Proposal Conference, questions must be submitted in the Procurement Portal by the deadline stated in Section 2.1. In the case of questions not submitted by the deadline, the City will, based on the availability of time to research and communicate an answer, decide whether an answer can be given before the Proposal deadline. When responding to Company questions or issuing addenda to the RFP, the City will post the answer or information to the Procurement Portal.

2.3. Pre-Proposal Conference.

A Non-Mandatory Pre-Proposal Conference will be conducted on October 14, 2025, at 10:30 a.m.

Meeting information is provided below:

Click here to join – Microsoft Teams Video Conference https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTE0NzU1ZjEtY2QxYS00Y2RhLWJjOWEtMTMzYjQxMDllOTc2%40thread.v2/0?co ntext=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%2226781ee6-63f0-45ff-8f27-a98dfc19e431%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTE0NzU1ZjEtY2QxYS00Y2RhLWJjOWEtMTMzYjQxMDllOTc2%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%2226781ee6-63f0-45ff-8f27-a98dfc19e431%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTE0NzU1ZjEtY2QxYS00Y2RhLWJjOWEtMTMzYjQxMDllOTc2%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%2226781ee6-63f0-45ff-8f27-a98dfc19e431%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTE0NzU1ZjEtY2QxYS00Y2RhLWJjOWEtMTMzYjQxMDllOTc2%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%2226781ee6-63f0-45ff-8f27-a98dfc19e431%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTE0NzU1ZjEtY2QxYS00Y2RhLWJjOWEtMTMzYjQxMDllOTc2%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%2226781ee6-63f0-45ff-8f27-a98dfc19e431%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTE0NzU1ZjEtY2QxYS00Y2RhLWJjOWEtMTMzYjQxMDllOTc2%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%2226781ee6-63f0-45ff-8f27-a98dfc19e431%22%7d

Meeting ID: 218 985 800 171 3

Passcode: md9CJ2HX

To join via phone only - 872-256-4172 Conference ID: 331 630 733#

While attendance at the Pre-Proposal Conference is not mandatory, all interested Companies are encouraged to attend. If special accommodations are required for attendance, please notify the City in advance through the Vendor Discussion section of the Procurement Portal.

2.4. Submission of Proposals.

Proposals must be in the format specified in Section 4 of this RFP by October 30, 2025, on or before but no later than 2:00 p.m.

Refer to the Bonfire Procurement Portal Instructions document in the Procurement Portal for submission instructions.

When received, all Proposals and supporting materials, as well as correspondence relating to this RFP, shall become the property of the City. The Proposals will not be read aloud or made available to inspect or copy until any trade secret issues have been resolved.

2.5. Correction of Errors.

The person signing the Proposal must initial erasures or other corrections in the Proposal. The Company further agrees that in the event of any obvious errors, the City reserves the right to waive such errors in its sole discretion. The City, however, has no obligation under any circumstances to waive such errors.

2.6. Evaluation.

As part of the evaluation process, the Evaluation Committee may engage in discussions with one or more Companies. Discussions might be held with individual Companies to determine in greater detail the Company’s qualifications, to explore with the Company the scope and nature of the required contractual Services, to learn the Company’s proposed method of performance and the relative utility of alternative methods, and to facilitate arriving at a Contract that will be satisfactory to the City.

The City may in its discretion require one (1) or more Companies to make presentations to the Evaluation Committee or appear before the City and/or its representatives for an interview. During such interview, the Company may be required to orally and otherwise present its Proposal and to respond in detail to any questions posed. Additional meetings may be held to clarify issues or to address comments, as the City deems appropriate. Companies will be notified in advance of the time and format of such meetings.

Since the City may choose to award a Contract without engaging in discussions or negotiations, the Proposals submitted shall state the Company's best offer for performing the Services described in this

RFP.

2.7. Contract Award by City Council. (anticipated)

As soon as practical after opening the Proposals, the name of the apparent successful Company will be submitted to the City Council for final approval of award and the Procurement Officer will provide Contract documents to the Company. In the event the City Council approval is not received within one hundred eighty (180) calendar days after opening of the Proposals, the Company may request that it be released from the Proposal.

2.8. Vendor Inclusion.

The City’s vendor management philosophy supports a fair, open, and inclusive process that offers the same access and information to all Companies. Although Companies are not required to be registered in the City’s supplier registration system prior to submitting a Proposal, in order to execute a contract with the City and receive payment from the City, all Companies must register with the City’s supplier registration system.

Your registration provides the City with baseline information for your company including location, contact and demographic information, as well as your areas of expertise with specific commodity and/or service descriptions. You will also have the opportunity to complete any applicable certifications if your company desires to establish itself as an SBE, MBE, or WBE. The link below will provide you with the opportunity to complete your registration on-line with the City.

http://charlottenc.gov/vendors http://charlottenc.gov/vendors

Section 3 Scope of Services

3. SCOPE OF HVAC SYSTEM SERVICES.

3.1 General Scope.

The Company shall provide inspections, preventative maintenance, and repair services for HVAC systems to Charlotte Water. Services shall be comprehensive of all tasks necessary to ensure HVAC systems maintain operational status at their established capacity and efficiency. Unless otherwise specified herein or by Charlotte Water in writing, Original Equipment Manufacturer (OEM) standards shall be followed, including reference to capacity and efficiency ratings.

Charlotte Water has several different types and sizes of HVAC systems located throughout Mecklenburg County. Charlotte Water intends to award multiple companies to fulfill all needs.

3.2 Preventative Maintenance.

3.2.1 Preventative maintenance (PM) shall be performed quarterly (every three months) on all

HVAC systems identified in the HVAC Systems List by Location, Exhibit A. Additional HVAC systems may be serviced for PM on a quote basis.

3.2.2 PM for each HVAC system shall be completed at least one month prior to the end of each quarter. The 1st quarter shall begin on January 1. Specific PM schedules will be created by Charlotte Water in coordination with the Company after award.

3.2.3 All PM tasks (Section 3.2.5) shall be addressed each quarter for each HVAC system, regardless of the number of hours required to complete all tasks. Some locations may require a minimum of eight hours per quarter per location to complete PM tasks. Hours need not to be consecutive. All PM tasks are subject to approval of proper completion by Charlotte Water.

3.2.4 While performing PM tasks, HVAC systems requiring repairs and/or replacement parts outside of the defined PM tasks shall be documented and submitted in writing to Charlotte Water for further action.

3.2.5 City HVAC systems may include parts such as air handlers, supply and exhaust fans, pumps and motors, variable air volume (VAV) boxes, cooling towers, air compressors, chillers, and other miscellaneous electrical components and controls. All items listed below shall be performed for all parts of an HVAC system unless the item is not applicable to that part (e.g., motor supports are applicable for PM on an air handler but not on a power supply).

Each quarter, the following items for each HVAC system shall be checked, adjusted (as necessary), cleaned (as necessary), lubricated (as necessary), and replaced (as required below) to ensure its operational status is maintained at the established capacity and efficiency. “As necessary” shall mean it can, and may be required to, be performed on the stated item (e.g., alignment is necessary for a fan bearing that is out of alignment but is not applicable to a bag filter). Fluids (e.g., refrigerant and oil) shall be topped off/refilled.

3.2.5.1. Power supply

3.2.5.2. Cycle cooling

3.2.5.3. Refrigerant charge

3.2.5.4. Reversing valve operation

3.2.5.5. Compressor volts/amps

3.2.5.6. Crank case heater operation

3.2.5.7. Condenser fan motor volts/amps

3.2.5.8. Starters and contact surfaces

3.2.5.9. Operating temperatures

3.2.5.10. Moisture indicators

3.2.5.11. Site glasses

3.2.5.12. Oil level (oil shall be changed in all pumps with each PM visit)

3.2.5.13. Belts (requires replacement annually)

3.2.5.14. Safety controls

3.2.5.15. Operating controls

3.2.5.16. Electrical connections

3.2.5.17. Motors/bearings (requires lubrication)

3.2.5.18. Pressure relief valves

3.2.5.19. Cap tubes/piping for chafing

3.2.5.20. Expansion valve bulb clamps

3.2.5.21. Oil/refrigerant leaks

3.2.5.22. Fan wheels (including belts, pulleys, and check of cubic feet per minute [CFM])

3.2.5.23. Fan scrolls

3.2.5.24. Fan sheaves

3.2.5.25. Fan bearings

3.2.5.26. Fan bearing supports

3.2.5.27. Dampers (including their operation, linkages, motors, controls, etc.)

3.2.5.28. Unusual noises/vibrations

3.2.5.29. Cabinetry/hardware

3.2.5.30. Visible cabinet insulation

3.2.5.31. Visible piping insulation

3.2.5.32. Structural integrity (including entire HVAC systems, mounting hardware, gauges, and displays)

3.2.5.33. Condensate pans

3.2.5.34. Condenser coils (shall be cleaned annually)

3.2.5.35. Indoor and outdoor air filters (shall be replaced each PM visit; use 40% pleated filters)

3.2.5.36. Vent temperatures in operational areas

3.2.5.37. Strainers

3.2.5.38. Motor supports

3.2.5.39. Motor hold down bolts

3.2.5.40. Wiring connections

3.2.5.41. Motor amps/volts

3.2.5.42. Vanes, linkages, bearings, etc. (requires lubrication when performed on air handlers, supply/exhaust fans, and pumps and motors)

3.2.5.43. Condensate pumps

3.2.5.44. Outside air intakes

3.2.5.45. Coils

3.2.5.46. Bag filters (to be replaced semiannually)

3.2.5.47. Flow rates

3.2.5.48. Fittings (required to be greased when performed on pumps and motors)

3.2.5.49. Pump and motor alignment

3.2.5.50. Pump and motor coupling

3.2.5.51. VAV box CFM

3.2.5.52. Flow ranges on VAV boxes (requires measurement and verification of proper flow)

3.2.5.53. Flow sensors on VAV boxes

3.2.5.54. VAV box filters

3.2.5.55. Rubber gaskets

3.2.5.56. Electrical connections and controls (including calibration of)

3.2.5.57. Cooling tower filters (also to be re-secured, if applicable)

3.2.5.58. Cooling tower internal parts

3.2.5.59. Descaling of cooling tower (as needed)

3.2.5.60. Corrosion

3.2.5.61. Heat tracing applications

3.2.5.62. Sump pumps

3.2.5.63. Basin heaters

3.2.5.64. Ductless split system (inside and outside of units)

3.2.5.65. Expansion valves

3.2.5.66. Burners

3.2.5.67. Seals (requires replacement, if faulty)

3.2.5.68. Temperature sensors

3.2.5.69. Combustion gases ranges (requires measurement and verification of being in optimal range)

3.2.5.70. Other venting and related components

3.2.5.71. Circuits

3.2.5.72. Switches

3.2.5.73. Other valves

3.2.5.74. Drains

3.2.6 Potentially hazardous debris (such as debris that may impede performance of a cooling tower) shall be removed during each PM visit.

3.2.7 Special care shall be taken to prevent contaminants, such as coil cleaning spray, grease, lubricants, and dust particles from entering into the water basins and/or other unwanted areas.

3.2.8 Additional PM services may be added at the mutual discretion of Charlotte Water and Company, and may vary from location to location and/or by HVAC system.

3.3 Repair Services.

3.3.1 Repairs may be required pursuant to a PM visit and/or at the direction of Charlotte Water.

3.3.2 The Company shall respond to repair requests, and begin the repair(s) pursuant to, within four hours (for Emergency Repairs) or 24 hours (non-Emergency Repairs) of being contacted by Charlotte Water regarding the required repair(s). Exceptions to beginning repairs within the stated timeframe may be approved in writing by Charlotte Water (e.g., if repair parts are on backorder).

3.3.3 The Company shall provide contact information (including a phone number) that Charlotte Water will use to request repair services, whether during, before, or after the Company’s normal business hours. Contact information shall be updated regularly as to ensure Charlotte Water always has a contact available to respond within the stated timeframe (such as when the Company’s normal contact is out of the office or otherwise unavailable).

3.3.4 Quotes for repair Services shall include the number of estimated hours required to complete the repair, the known parts requiring replacement, the estimated completion date, the HVAC system being repaired and its location, and a description of Services to be performed.

3.4 Service Times.

3.4.1 PM Services shall be performed Monday through Friday between 7:00 a.m. EST and 6:00 p.m. EST, unless otherwise approved in writing by Charlotte Water. Certain locations, such as Charlotte Water’s Laboratory, will require PM Services outside of the hours stated herein this Section 3.4.1.

3.4.2 Repair Services shall be performed on an as-needed basis and may require work outside of the Company’s normal business hours, on holidays, and/or on weekends.

3.4.3 The Company shall provide Charlotte Water with contact information for at least two of the Company’s personnel that may be reached via telephone, including outside of Business Hours.

3.5 Reporting Requirements.

3.5.1 The Company shall provide written reports after completing a PM for each HVAC system, including a checklist of all PM tasks performed. Each report shall contain the HVAC system PM was performed on, detail all actions performed during the PM visit, and note any problems detected and/or items to be replaced or repaired.

3.5.2 A report pursuant to repair Services shall be provided in writing and include all actions performed during the repair.

3.5.3 Reports shall be provided within one week of completing Services (e.g., after an HVAC system’s quarterly PM is completed or quoted repair work has concluded). A copy of the applicable report(s) shall also be included with each invoice submission.

3.5.4 Specific City contacts will be provided to the Company after contract award.

3.6 Security Requirements.

3.6.1 Each location may have varying security requirements. The Company shall adhere to all security measures for a particular location, which may include checking in and out, wearing visitor and/or contractor badges, etc.

3.6.2 Each location’s security requirements will be conveyed to the Company prior to Services commencing and may change throughout the contract term.

3.7 Pricing.

3.7.1 Pricing shall be inclusive of all costs to perform Services as detailed herein in this RFP, including materials, labor, transportation costs, etc. With respect to performing the identified Services, costs not detailed in the Company’s proposal may not be charged.

3.7.2 PM Services shall be provided as a lump sum per quarter per location and shall be inclusive of all costs to perform the PM on all HVAC systems for that location (as identified in the HVAC Systems List by Location, Exhibit A), including normal-wear replacement items (e.g., belts and filters). Repairs and/or replacement parts required pursuant to a PM visit, but not identified as to be included as part of the PM tasks in Section 3.2, may be charged in addition to the quarterly PM cost in accordance with this Section 3.7.

3.7.3 Parts shall be provided at a markup percentage over the Company’s cost. The Company shall be required to furnish documentation (e.g., distributor invoices) verifying parts costs.

3.7.4 Charlotte Water will not prepay for PM services.

3.7.5 Services to be completed outside of Business Hours shall be approved by Charlotte Water, in writing, prior to services commencing, in order to be billed as overtime.

3.7.6 Repairs shall be performed in accordance with a quote using the hourly rates and parts markup over the Company’s cost.

3.7.7 Companies may provide pricing on any or all locations.

3.7.8 Companies shall specify any other fees to be charged to Charlotte Water to provide any service(s) required herein this Section 3 (e.g., service call flat fee charged in addition to the hourly rate). Such fees shall be accompanied by its unit of measure (UOM), a description of the service, and an explanation of how and when the fee applies. Charlotte Water reserves the right to reject or negotiate other fees proposed.

3.7.9 Charlotte Water reserves the right to engage other vendors for specialized equipment needs (e.g. boilers and chillers).

3.7.10 Each Company warrants the price(s), terms and conditions quoted shall be firm for acceptance by Charlotte Water for a period of one hundred twenty (120) calendar days from the date of proposal due date. Once award is made and a Contract is in place, prices shall remain firm and fixed for the entire Contract period, unless revised in accordance with the City’s Contract Terms and Conditions located in the Sample Contract.

Section 4

Proposal Content and Format

4. PROPOSAL CONTENT AND FORMAT.

The City desires all Proposals to be identical in format in order to facilitate comparison. While the City’s format may represent departure from the Company’s preference, the City requires strict adherence to the format. All Forms and Questionnaires shall be found and submitted in the City’s Procurement Portal. The Proposal shall be submitted in the format described below:

A. Cover letter;

B. Proposed Solution;

C. Bid Table (Pricing Response);

D. Required Forms;

• The “Proposal Submission” Form;

• The “MWSBE Utilization” Form;

• The “References” Form;

• The “Company’s Background Response” Questionnaire;

• The “Safety Assessment” Form; and

E. Exceptions to the Remainder of the RFP, including the Sample Contract.

Proposal Content.

4.1.1. Cover Letter.

The Proposal must include a letter of transmittal attesting to its accuracy, signed by an individual authorized to execute binding legal documents. The cover letter shall provide the name, address, telephone and facsimile numbers of the Company along with the name, title, address, email address, and telephone numbers of the executive that has the authority to contract with the City. The cover letter shall present the Company's understanding of the Project and a summary of the approach to perform the Services.

4.1.2. Proposed Solution.

Given the purpose of this Project and the City's goals as stated in this RFP, provide a creative solution to meet such goals. For each component of the Project described in Section 3, state whether and how your Proposed Solution complies as well as any additional information requested. If you wish to add supplemental information, it shall be labeled “Supplemental Information.”

4.1.3. Required Forms.

To be deemed responsive to this RFP, Companies must complete all Proposal Forms listed in the Requested Information section on the Procurement Portal

4.1.4. Acknowledgements.

To be deemed responsive to this RFP, Companies must complete all Acknowledgements listed in the Requested Information section on the Procurement Portal.

4.1.5. Exceptions to the RFP.

Companies must review Section 1.6.15 for an overview of Exceptions to the RFP. If you elect to take Exceptions to the RFP, including the Sample Contract, then you must upload a redlined version under the Acknowledgement Section in the Procurement Portal. If exceptions are not identified by way of an uploaded redline version, then they may not be considered during Contract negotiation and could result in Proposal being rejected from further consideration.

Section 5

Proposal Evaluation Criteria

5. PROPOSAL EVALUATION CRITERIA.

Proposals will be evaluated based on the Company's ability to meet the performance requirements of this RFP.

This section provides a description of the evaluation criteria that will be used to evaluate the Proposals. To be deemed responsive, it is important for the Company to provide appropriate detail to demonstrate satisfaction of each criterion and compliance with the performance provisions outlined in this RFP. The Company’s Proposal will be the primary source of information used in the evaluation process. Proposals must contain information specifically related to the proposed Services and requested herein. Failure of any Company to submit information requested may result in the elimination of the Proposal from further evaluation.

Proposals will be assessed to determine the most comprehensive, competitive and best value solution for the City based on, but not limited to, the criteria below. The City reserves the right to modify the evaluation criteria or waive portions thereof. Proposals will be evaluated on the following major categories:

a. Qualifications, Experience, And Approach;

b. Cost Effectiveness and Value; and

c. Acceptance of the Terms of the Contract

5.1 Qualifications, Experience, and Approach.

Companies will be evaluated based upon their understanding, experience and qualifications in performing the same or substantially similar Services, as reflected by its experience in performing such Services.