HVAC Maintenance and Repair.pdf

Memorandum from Purchasing Department

Instructions to Vendors

To: Prospective Bidders

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Proposal Number: 251-27-156

Ver: 07/2026

Refer ALL Inquiries regarding this RFP to:

Clarence Rogers Email: bids-crogers7@wcpss.net

Request for Proposal: 251-27-156 Proposals will be publicly opened: October 20, 2026, at

1:00 PM

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

Commodity No. and Description: 721545 – HVAC Maintenance and Repair Services

Using Agency Name: WAKE COUNTY PUBLIC SCHOOL SYSTEM

NOTICE TO VENDORS

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

EXECUTION

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

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

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

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

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

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

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

VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

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

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE:

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

VENDOR’S AUTHORIZED SIGNATURE*: DATE: EMAIL:

VALIDITY PERIOD

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

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

Contents

1.0 PURPOSE AND BACKGROUND

1.1 CONTRACT TERM

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

2.2 RFP SCHEDULE

2.3 PRE-PROPOSAL CONFERENCE

2.4 PROPOSAL QUESTIONS

2.5 PROPOSAL SUBMITTAL

2.6 PROPOSAL CONTENTS/CHECKLIST

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 PROPOSAL EVALUATION PROCESS

3.4 EVALUATION CRITERIA

4.0 REQUIREMENTS

5.0 PRICING

6.0 REFERENCES

7.0 PERSONNEL

8.0 FINANCIAL STABILITY

9.0 SUBCONTRACTORS

10.0 SECRETARY OF STATE REGISTRATION

12.0 SPECIFICATIONS AND SCOPE OF WORK

12.1 GENERAL

12.2 CANCELLATION

12.3 PROJECT ORGANIZATION

13.0 CONTRACT ADMINISTRATION

CONTRACT MANAGER AND CUSTOMER SERVICE

13.1 POST AWARD BUSINESS REVIEW MEETINGS

13.2 CONTINUOUS IMPROVEMENT

14.0 ATTACHMENTS

ATTACHMENT A: VENDOR INFORMATION SHEET

EXHIBIT B: INSURANCE REQUIREMENTS

ATTACHMENT C: CUSTOMER REFERENCE FORM

ATTACHMENT D: COST PROPOSAL FORM

ATTACHMENT E: EQUIPMENT SUMMARY

ATTACHMENT F: MAINTENANCE SERVICE SCHEDULE

ATTACHMENT G: TERMS AND CONDITIONS

ATTACHMENT H: ETHICS AND THE PURCHASING FUNCTION

15.0 Exhibit B - Insurance Requirements

16.0 ATTACHMENT A:

17.0 ATTACHMENT C:

18.0 ATTACHMENT D:

19.0 ATTACHMENT E:

20.0 ATTACHMENT F:

21.0 ATTACHMENT G:

TERMS AND CONDITIONS

Certificates of Insurance

22.0 ATTACHMENT H:

1.0 PURPOSE AND BACKGROUND

The intent of this solicitation is to award an Agency Specific Contract to qualified firm(s) to provide comprehensive heating-ventilation-air conditioning (HVAC) maintenance and repair program for a cluster of twenty-five (25) schools (see attachment E) in our down county regional service center area as listed in the scope of coverage.

The work will include the provision of a total maintenance/management program including, but not limited to the inspection, periodic/preventative maintenance, repairs, service calls and other tasks and services necessary to ensure safe, well maintained HVAC systems providing quality air for WCPSS staff and students. Qualified bidders must have the ability and sufficient resources to provide repairs and servicing of all HVAC equipment preventive maintenance, respond to emergencies within two (2) hours, finish repairs in a timely manner, troubleshoot, repair, and replace HVAC systems and related services when needed.

Systems and components to be serviced include: forced air heating units, VAV boxes, heat pumps, split systems, air handlers, boilers, chillers, circulation pumps, exhaust fans, control systems, variable frequency drives (VFD’s), gas furnace, cooling tower, water source heat pumps, variable refrigerant flow system (VRF’s), PTAC units, mini-splits, rooftop AC unit, , and other HVAC components. Other services may include walk-in coolers and freezers, commercial ice machines, or controls.

Wake County Public School System (WCPSS) is the 14th largest school district in the United States, and the largest in the state of North Carolina. During the 2026-2027 school year, WCPSS serves more than 161,000 students. With a Fiscal Year (FY) 2027 Operating Budget of approximately $2.3 billion, WCPSS employs more than 20,000 employees.

1.1 CONTRACT TERM

The Contract shall have a term of one (1) years, beginning on the date of final Contract execution (the “Effective Date”) until June 30, 2027.

At the end of the Contract’s initial term, the district shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to three (3) additional one-year terms. The district will give the Vendor written notice of its intent to exercise each option no later than ninety (90) days before the end of the Contract’s then-current term. In addition to any optional renewal terms, and with the Vendor’s concurrence, the district reserves the right to extend the Contract after the last active term.

The vendor shall have ten (10) days from the date of notification to return the notice acknowledging its intent to accept or from the date of notification to return the notice acknowledging its intent to accept or reject the extension.

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

2.0 GENERAL INFORMATION

2.1 REQUEST FOR PROPOSAL DOCUMENT

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

2.2 RFP SCHEDULE

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

Event Responsibility Date and Time Issue RFP WCPSS October 5, 2026 Hold Pre- Proposal Meeting/Site Visit

WCPSS October 7, 2026, at 1:30 pm Place: 1551 Rocky Quarry Road, Raleigh, NC 27610 – Building F, Room: 618A

Submit Written Questions

Vendor October 8, 2026, by 1:00 pm

Provide Response to Questions

WCPSS October 12, 2026, by 1:00 pm

Submit Proposals and Bid Opening

Vendor October 20, 2026, by 1:00 PM

Microsoft Teams meeting:

Join: https://teams.microsoft.com/meet/255157199565453?p=o65CoaZCfZGmgCwRNb

Meeting ID: 255 157 199 565 453

Passcode: Vu7Xv6Zz

Dial in by phone

+1 929-376-1007,241961497# United States, New York City

Find a local number

Phone conference ID: 241 961 497#

2.3 PRE-PROPOSAL CONFERENCE

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

Date: October 7, 2026 Time: 1:30 PM Eastern Time Location: 1551 Rocky Quarry Road, Raleigh, NC 27610 – Building F, Room: 618A Contact #: 919-588-3546 – Clarence Rogers

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

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

2.4 PROPOSAL QUESTIONS

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

Written questions shall be emailed to bids-crogers7@wcpss.net by the date and time specified above. Vendors should enter “RFP # 251-27-156: Questions” as the subject for the email. Question submittals should include a reference to the applicable RFP section and be submitted in the format shown below:

Reference Vendor Question

RFP Section, Page Number Vendor question …?

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

https://teams.microsoft.com/meet/255157199565453?p=o65CoaZCfZGmgCwRNb tel:+19293761007,,241961497 https://dialin.teams.cloud.microsoft/c083c714-e7da-4ee7-adb1-70037650d2ed?id=241961497 mailto:bids-crogers7@wcpss.net https://evp.nc.gov/

2.5 PROPOSAL SUBMITTAL

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

[eVP]

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

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

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

2.6 PROPOSAL CONTENTS/CHECKLIST

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

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

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

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

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

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

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

f) Completed version of ATTACHMENT A: VENDOR INFORMATION FORM

g) Completed version of EXHIBIT B: INSURANCE REQUIREMENTS

h) Completed version of ATTACHMENT C: CUSTOMER REFERENCE FORM

i) Completed version of ATTACHMENT D: PRICING FORM

j) Completed version of ATTACHMENT E: EQUIPMENT SUMMARY

k) Completed version of ATTACHMENT F: MAINTENANCE SERVICE SCHEDULE

l) Completed version of ATTACHMENT G: TERMS AND CONDITIONS

m) Completed version of ATTACHMENT H: ETHICS AND THE PURCHASING FUNCTION

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

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

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

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

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

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

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

3.3 PROPOSAL EVALUATION PROCESS

Only responsive submissions will be evaluated.

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

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

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

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

3.4 EVALUATION CRITERIA

All proposals will be evaluated by representatives of WCPSS. WCPSS may, at its sole discretion, ask for additional information and/or elect to conduct interviews with finalists to clarify information provided in the proposals. The services that are the subject of this RFQ/P are not required to be bid under North Carolina law, and none of the statutory requirements regarding public bidding apply to this RFQ/P. This document, and not those statutes, will govern the selection process under G.S 143-129.

WCPSS shall not be required to award the contract to the lowest proposed compensation; nor shall WCPSS have any obligation to explain its decision to recommend or not to recommend any particular vendor or to invite or exclude any particular vendor from consideration at any stage of the process. Instead of recommending that contracts be awarded to one or more vendors who presented proposals, WCPSS may, at its sole discretion, reject the proposals and repeat the process, enter into direct contract negotiations with one or more vendors (possibly including vendors who have not previously submitted proposals) or take any other action WCPSS deems advisable under all the circumstances.

WCPSS is expected to make any final selection(s) based upon any factors or considerations WCPSS deems relevant. Factors often considered include qualifications, relevant experience, fees, and ability to perform work in a timely manner. WCPSS retains sole discretion to award the contract to the vendor(s) it believes will best serve the interests of WCPSS and may consider any factors, documents, or information it deems relevant in making that determination. WCPSS shall not have any obligation to explain its decision to select or not select any individual vendors or to invite or exclude any individual vendors from consideration at any stage of the process. The decision of WCPSS to accept or reject any proposals and to award contract(s) to any one or more vendor(s) shall be final and not subject to further review.

4.0 REQUIREMENTS

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

5.0 PRICING

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

6.0 REFERENCES

Vendor shall provide at least five (5) references, using ATTACHMENT C: CUSTOMER REFERENCE FORM, for which it has provided Services of similar size and scope to those proposed herein. References shall not be from the same company or from the soliciting district. In addition, Vendor shall provide references for and identify other government contracts it has received, for which your company has provided services of similar size and scope. The district may contact these users to determine whether the Services provided are substantially similar in scope to those proposed herein and whether Vendor’s performance has been satisfactory.

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

7.0 PERSONNEL

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

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

8.0 FINANCIAL STABILITY

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

9.0 SUBCONTRACTORS

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

10.0 SECRETARY OF STATE REGISTRATION

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

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

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

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

12.0 SPECIFICATIONS AND SCOPE OF WORK

12.1 GENERAL

Offerors shall include in the proposal a description of any significant task not listed in the scope of work which they know to be necessary, either as reimbursable expenses under the contract or as a service to be contracted for separately. For the purpose of this contract, routine preventative HVAC maintenance shall be defined as scheduled routine inspection and proactive servicing of HVAC systems so as to facilitate heating/cooling with minimal downtime. The routine maintenance and all repairs shall be provided in accordance with the highest standards of the industry, skill, workmanship, applicable trade practices, meet warranties and in conformance to all applicable laws, codes and regulations. The successful Proposer’s preventive maintenance and repairs shall, at a minimum, include but not limited to the specifications outlined herein.

It is the Proposers' responsibility to provide an appropriate level of on-site staffing, materials, tools, equipment and vehicles to address the scope of work necessary to support all listed facilities HVAC equipment during normal business hours 6:00 a.m. - 2:30 p.m. and 2:30 p.m. to 11:00 p.m. Monday through Friday. Included recognized holidays and response after normal working https://www.sosnc.gov/ hours. Bidder’s services are to be compliant with all Federal, State, CARB, AQMD, OSHA and all other applicable regulatory requirements.

Provide labor and material to perform preventative maintenance, service, and repair of all HVAC equipment. All filters, belts (provided by WCPSS) annual testing and written reports of the chilled water and semi-annual boiler, grease, refrigerant, oil, and mechanical, electrical, miscellaneous parts and materials needed to maintain the equipment to service, repair and maintain to the manufacturer’s specifications will be included in this proposal.

Work not included in this proposal is as follows:

Original system design and installation; utility company service problems; Non-moving parts such as heat exchangers, boiler tubes, shells, condenser tubes, gas and water piping, natural gas supply, air distribution duct work, air balance; thermal insulation; improper operation; negligence or misuse of equipment by persons occupying the space, the owner, the owner’s representative, or vandals; alteration, additions, or repairs made by others’ catastrophic acts of nature; equipment interiors and exteriors; plumbing; electrical service beyond the parts of the heating; cooling, and ventilation equipment; electrolysis, work required by governmental agencies or insurance agencies; removing, replacing, or altering any part of the building in the performance of this agreement. Individual ceiling mounted restroom ventilation fans are also excluded from this agreement.

HVAC MAINTENANCE STAFFING LEVELS:

The contractor shall:

A. Provide a staffing level that will provide the desired level of customer service, program support, HVAC maintenance and repair for the facilities listed.

B. Show evidence of presently serving at least three (3) local commercial businesses that received similar scope of services C. Use technicians sufficiently trained and under the direction of a licensed HVAC mechanic.

D. Employ at least four (4) full-time journeymen-level mechanical personnel available to respond to WCPSS facilities. At least two (2) of these should be Master level service employees capable of repairing equipment including, but not limited to, water source heat pumps, boilers, chillers, and electronic controls and work low and high voltage factors.

E. Supply their staff with their agency uniform and photo identification tags that will be worn at all times. Uniforms shall display the contractor logo and employee first or last name shall be clearly visible.

F. Provide the ability to respond immediately (within two (2) hours) to situations involving the health and safety of employees and/or the public; comfort and operational capability of any Board of Education property or WCPSS Facility. Routine repairs, service requests or other non-urgent tasks shall be completed by journey level staff within one

(1) working day from the date of the request or assignment from a maintenance and operations representative.

REPORTING & ACCOUNTING:

The contractor shall provide standard proof of work documentation following completion of work. The document must include sufficient information to identify the facility where the work was performed, equipment and/or components on which work was performed, purpose of the work, date and time of the work, parts used, types of refrigerants, and the name/certification # of the technician executing work. This should be submitted within forty-eight (48) hours of the work being performed.

All work beyond and in addition to the scope of the contract shall be considered billable hours and will require a proposal with pricing to be submitted and approved by a maintenance and operation representative prior to any repairs.

SECURITY BACKGROUND CHECK OF PERSONNEL:

The contractor is required to provide security checks for all personnel assigned to work under this contract and will run security checks of all personnel assigned to work under this contract. WCPSS reserves the right to approve/refuse any prospective employees of the contractor as a result of the background check.

EMERGENCY CALL OUT SERVICE:

When necessary, the Contractor shall provide twenty-four 24-hour emergency service as needed in all aspects of HVAC emergency repair for WCPSS facilities included in this specification. Emergency hours shall be Monday through Friday from 11:00 p.m. to 6:00 a.m. and 24 hours each day on weekends and holidays. The contractor shall provide emergency responses on-site within two (2) hours of notification but must also provide a callback to WCPSS staff within 30 minutes to discuss the issue and response plan. Failure to provide a two (2) hour service response, or 30-minute call back, will result in liquidated damages being applied to the monthly maintenance charge for each occurrence.

The parties agree that calculation of actual damages resulting from failure to meet the performance standards is difficult to calculate accurately, and the parties agree that the compensation identified for such failures are a reasonable estimate of damages resulting from a failure to meet the performance standard described. Therefore, the parties agree that the Vendor shall be subject to amounts due as liquidated damages but not as a penalty, for each occurrence, as follows:

Base Rate per hour past for the awarded vendor (ex. $150 per hour) X number of hours past scheduled repair window (ex. 2 hours) = Liquidated Damage Amount ($300)

HEATING-VENTILATION-AIR CONDITIONING (HVAC MAINTENANCE SPECIFIC SERVICES):

The contractor shall provide services to facilities covered under this agreement.

• Contractors shall perform quarterly walkthroughs of HVAC systems for preventative maintenance and filter changes.

• WCPSS staff shall provide filters

• Contractor shall respond to indoor temperature complaints and provide expeditious correction and record complaints and corrections at all listed buildings.

• Contractors shall inspect all HVAC systems at least once each year, with seasonal startup and run inspections performed and documented.

• Contractor will perform scheduled annual inspection and quarterly preventive maintenance in accordance with services described in attachment F (Periodic Maintenance Service Schedule) as well as a program of standard routines as determined by your experience, equipment application, and equipment operating hours that are recommended by each equipment manufacturer and location. The equipment included under these services is itemized in the Building and Equipment List (Attachment E)

• HVAC Air Filter Changing Service o Quarterly Service - This service will maintain indoor air quality by providing and changing filters and minimizing dust and particles from collecting on ductwork. This service will ensure proper flow through cooling and heating coils, thus preventing restrictions in airflow, leading to higher system and energy efficiency. All filters are to be pleated high efficiency type - MERV 10. All filters should be marked with the date when they are replaced.

• Air Cooled Condenser Coil Cleaning - Annual Service o This service will improve airflow across condenser coils, improve transfer and extend the life of the compressors. Coil cleaning consists of cleaning the outside surface of the condensing unit coils to remove any airborne particles, dirt build-up by using a brush, high pressure air, chemical with low pressure wash or chemical with high pressure was based on the condition of outside environment.

• Microchannel Coils- Remove dry debris with a soft brush, Rinse with low pressure water only - spraying from the inside out, avoid acidic, highly alkaline (caustic), and solvent-based chemical cleaners.

• Evaporator Coil and Cleaning - Annual Service o Clean air handling unit evaporator coils that will help improve air circulation in the air distribution system and reduce dust and dirt that is in the system. Coils will be cleaned at a time that is mutually agreeable between the proposer and the WCPSS representative. Coil cleaning consists of cleaning the surface of the evaporator coil to remove dust and dirt particles that have collected on the evaporator coil. Coils will be cleaned using a vacuum cleaner and/or other devices that allow the proper cleaning of the coil.

12.2 CANCELLATION

All contract obligations shall prevail for at least 180 days after the effective date of the contract. After that period, in addition to the provisions of the paragraph entitled Price Adjustments, for the protection of both parties, this contract may be canceled in whole or in part by either party by giving 30 days prior notice in writing to the other party.

12.3 PROJECT ORGANIZATION

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

13.0 CONTRACT ADMINISTRATION

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

CONTRACT MANAGER AND CUSTOMER SERVICE

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

Contract Manager Point of Contact

Name:

Office Phone #:

Mobile Phone #:

Email:

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

Customer Service Point of Contact

Name:

Office Phone #:

Mobile Phone #:

Email:

13.1 POST AWARD BUSINESS REVIEW MEETINGS

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

13.2 CONTINUOUS IMPROVEMENT

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

14.0 ATTACHMENTS

**IMPORTANT NOTICE**

RETURN THE REQUIRED ATTACHMENTS WITH YOUR RESPONSE

ATTACHMENT A: VENDOR INFORMATION SHEET

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

EXHIBIT B: INSURANCE REQUIREMENTS

Review Insurance Requirements:

ATTACHMENT C: CUSTOMER REFERENCE FORM

Complete and return the Customer Reference Form:

ATTACHMENT D: COST PROPOSAL FORM

Complete and return the Cost Proposal Form:

ATTACHMENT E: EQUIPMENT SUMMARY

Complete and return the Equipment Summary:

ATTACHMENT F: MAINTENANCE SERVICE SCHEDULE

Review Maintenance Service Schedule:

ATTACHMENT G: TERMS AND CONDITIONS

Review Terms and Conditions:

ATTACHMENT H: ETHICS AND THE PURCHASING FUNCTION

Review Ethics and the Purchasing Function:

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

15.0 Exhibit B - Insurance Requirements

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

AGREEMENTS

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

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

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

Enhanced Limits Automobile Liability

All Services operating vehicles on WCPSS sites or transporting goods.

Contact WCPSS Risk Management For services that transport Students or Staff

Contact WCPSS Risk Management for Charter/Motorcoach Transportation

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

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

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

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

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

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

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

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

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

MANAGEMENT DEPENDING UPON THE SCOPE OF SERVICES

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

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

Minimum $1,000,000.

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

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

Minimum $1,000,000.

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

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

Aircraft/Aviation General Liability (AGL)

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

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

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

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

Commercial Crime Insurance (Included extension to third parties)

Required for contracted services that have access to WCPSS sites while unsupervised example Custodial, Security

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

16.0 ATTACHMENT A:

VENDOR INFORMATION SHEET

Wake County Office Address (if different from Corporate): _____________________________________

Web Address: _________________________________________________________________________

Length of time in business: ______________ Number of permanent employees:____________________

DOT #: _____________________ (if applicable) MC License #: ______________________(if applicable)

Insurance Contact: ________________________________Phone:_______________________________

17.0 ATTACHMENT C:

VENDOR shall provide at least five references (exclude WCPSS) demonstrating experience in providing services described in this RFQ/P. References must include date(s) of service and contact information.

References

Name of Organization

Contact Person Name

Annual Contract Value

Contact Person Title

Contract Start Date

Contact Telephone#

Contract End Date

Contact Email Address

The Wake County Public School System reserves the right to reject or disqualify any and all vendors, waive informalities and irregularities in the bid process, and to accept vendors, which are considered to be in the best interest of the School System.

18.0 ATTACHMENT D:

Cost Proposal

Year Dates Cost Per Month Total Cost

1 January 1, 2027 – June 30, 2027 $____________

2 – Q1 July 1, 2027 – September 30, 2027 $____________

2 – Q2 October 1, 2027 – December 31, 2027 $____________

2 – Q3 January 1, 2028 – March 31, 2028 $____________

2 – Q4 April 1, 2028 – June 30, 2028 $____________

Initial Contract Total = $__________________

Item Cost Frequency

Diagnostic Fee $_____________ Per Call Mechanical Services $_____________ Per Hour Engineering Services $_____________ Per Hour Travel Charge $_____________ Each After-Hours Service Calls (After 11 pm, weekends, and holidays)

$_____________ Per Hour

EXCEPTIONS TO SERVICES: Mark any items your company is not qualified to work with.

� Condensing Units � Air Handlers � Pump and Motors � New & Replacement Wiring � Zone Boards & Thermostats � BAS Control Systems � Chillers / Cooling Towers � Boilers � Gas Heaters □ Exhaust Fans � Wall & Ceiling Heaters � Mini-Split Units � VRF Units � VAV Boxes � Walk – in Coolers and Freezers � Ice Machines

Please indicate any other exclusions from the scope of work provided:

Please indicate any additions to the scope of work provided:

19.0 ATTACHMENT E:

EQUIPMENT SUMMARY

Click on this link to access the Equipment List in Google Drive:

https://docs.google.com/spreadsheets/d/1f2z08kRxoBDApiWLBP8wNwRw5je4MoYd/edit?

usp=sharing&ouid=104283733706143715394&rtpof=true&sd=true https://docs.google.com/spreadsheets/d/1f2z08kRxoBDApiWLBP8wNwRw5je4MoYd/edit?usp=sharing&ouid=104283733706143715394&rtpof=true&sd=true https://docs.google.com/spreadsheets/d/1f2z08kRxoBDApiWLBP8wNwRw5je4MoYd/edit?usp=sharing&ouid=104283733706143715394&rtpof=true&sd=true

20.0 ATTACHMENT F:

MAINTENANCE SERVICE SCHEDULE

PERIODIC MAINTENANCE SERVICE SCHEDULE: The following tasks listed herein for each equipment type will be performed at the intervals planned. These tasks are designed to place the equipment into prime operating condition so that the equipment will operate effectively, reliably, and efficiently. Frequency shall be QUARTERLY unless noted otherwise:

1. Rooftop Packaged Units / Dedicated Outdoor Air Systems (DOAS) or Energy Recovery Unit (ERU’s)

a) Preventative maintenance inspections and filters changed

b) Check all electrical wiring, connections. Tighten as required

c) Check all motor starter contactor surfaces for wear

d) Clean electrical control enclosures

e) Lubricate air handling unit motor bearings and fans bearings, if applicable

f) Check air handling unit belts for wear and change as required

g) Check belt tension and sheave alignment

h) Check the condition of…