HVAC Maintenance FY27.pdf

CENTRAL SERVICES

Request for Proposal #: 320-190526AG

HVAC Maintenance FY27

Date of Issue: 7/21/2026

Opening Date: 8/6/2026

At 2:00 PM ET

Contract Term: July 1, 2026 – June 30, 2028

Direct all inquiries concerning this RFP to:

Alicia Gaines

Purchasing Associate III

Email: Alicia.Gaines@rockymountnc.gov

Phone: 252-972-1227

Sealed, mailed responses ONLY will be accepted for this solicitation.

Request for Proposal # 320-190526G

For purchasing division processing, please provide your company’s Federal Employer Identification Number or alternate identification number (e.g. Social Security Number). Pursuant to North Carolina General Statute

132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

This page is to be filled out and returned with your bid.

Failure to do so may subject your bid to rejection.

ID Number:

Federal ID Number or Social Security Number

Vendor Name

Proposal Number: 320-190526AG Vendor: __________________________________________

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EXECUTION

In compliance with this Request for proposals (RFP), and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are proposed, at the prices set opposite each item within the time specified herein. By executing this s, the undersigned Vendor certifies that this proposal is submitted competitively and without collusion (G.S. 143-54), that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and that it is not an ineligible Vendor as set forth in G.S. 143-

59.1. False certification is a Class I felony. Furthermore, by executing this , 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 City department. 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. G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any City Employee associated with the preparing plans, specifications, estimates for public Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public

Contract of any gift from anyone with a Contract with the City , or from any person seeking to do business with the City

. By execution of any response in this you attest, for your entire organization and its employees or agents, that you are not aware that any such gift has been offered, accepted, or promised by any employees of your organization. Do you have a financial interest or tangible personal benefit with a city of Rocky Mount employee, officer, or agent?

____ Yes ____ No If yes note the employee, officer, or agent; department; and the perceived or actual conflict of interest. _______________________________________________________________

Failure to execute/sign proposals prior to submittal shall render proposal invalid and it WILL BE REJECTED.

Late proposals cannot 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 (SEE INSTRUCTIONS TO

VENDORS ITEM #11):

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF

OF VENDOR:

FAX NUMBER:

VENDOR’S AUTHORIZED SIGNATURE: DATE: EMAIL:

Offer valid for at least 60 days from date of proposal opening, unless otherwise stated here: ______ days.

ACCEPTANCE OF PROPOSAL

If any or all parts of this are accepted by the City of Rocky Mount, an authorized representative of the City of Rocky Mount shall affix his/her signature hereto and this document and all provisions of this Request for Proposal along with the Vendor response and the written results of any negotiations shall then constitute the written agreement between the parties. A copy of this acceptance will be forwarded to the successful Vendor(s).

Refer ALL Inquiries regarding this RFP to:

Alicia Gaines

Purchasing Associate III

Request for # 320-190526AG

Proposals will be publicly opened: 8/6/2026 2:00 PM

Contract Type: Service

City of Rocky Mount

Central Services

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Contents

1.0 PURPOSE AND BACKGROUND

2.0 GENERAL INFORMATION

2.1 REQUEST FOR DOCUMENT

2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

2.3 RFP SCHEDULE

2.4 QUESTIONS

2.5 SUBMITTAL

2.6 CONTENTS

2.7 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

3.0 METHOD OF AWARD AND EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

3.3 INTERPRETATION OF TERMS AND PHRASES

4.0 REQUIREMENTS

4.1 CONTRACT TERM

4.2 PRICING

4.3 INVOICES

4.4 MINORITY BUSINESS PARTICIPATION

4.5 VENDOR EXPERIENCE

4.6 REFERENCES

4.7 PERSONNEL

4.8 VENDOR’S REPRESENTATIONS

5.0 SCOPE OF WORK

5.1 GENERAL SPECIFICATIONS

5.2 PROJECT ORGANIZATION

5.4 ACCEPTANCE OF WORK

5.5 LIQUIDATED DAMAGES ............................................................. Error! Bookmark not defined.

5.6 TRANSITION ASSISTANCE

6.0 CONTRACT ADMINISTRATION

6.1 PROJECT MANAGER AND CUSTOMER SERVICE

6.2 POST AWARD MANAGEMENT REVIEW MEETINGS

6.3 DISPUTE RESOLUTION

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6.4 CONTRACT CHANGES

6.5 CITY’S RIGHTS AND OPTIONS

ATTACHMENT A: PRICING

ATTACHMENT B: ACCEPTANCE OF TERMS & CONDITIONS

ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION

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1.0 PURPOSE AND BACKGROUND

This Request for Proposal (RFP) will provide vendors with sufficient information to enable you to prepare and submit a proposal for a multi-year contract for HVAC maintenance and repair services of multiple locations for the City of Rocky Mount, North Carolina.

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

The RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award.

All attachments and addenda released for this RFP in advance of any Contract award are incorporated herein by reference.

2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS

It shall be the Vendor’s responsibility to read the Instructions, the Cities terms and conditions, all relevant exhibits and attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within this RFP, those must be submitted as questions in accordance with the instructions in Section 2.4 PROPOSAL QUESTIONS. If the City determines that any changes will be made as a result of the questions asked, then such decisions will be communicated in the form of an RFP addendum. The City may also elect to leave open the possibility for later negotiation and amendment of specific provisions of the Contract that have been addressed during the question-and-answer period.

Other than through this process, the City rejects and will not be required to evaluate or consider any additional or modified terms and conditions submitted with Vendor’s proposal. This applies to any language appearing in or attached to the document as part of the Vendor’s proposal that purports to vary any terms and conditions or Vendors’ instructions herein or to render the proposal non-binding or subject to further negotiation. Vendor’s proposal shall constitute a firm offer.

By execution and delivery of this RFP Response, the Vendor agrees that any additional or modified terms and conditions, whether submitted purposely or inadvertently, shall have no force or effect, and will be disregarded.

Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject

Vendor’s proposal as nonresponsive.

Contact with anyone working for or with the City regarding this RFP other than the City Contract Specialist named on the face page of this RFP in the manner specified by this RFP shall constitute grounds for rejection of said Vendor’s offer, at the City’s election.

2.3 RFP SCHEDULE

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

Event Responsibility Date and Time

Issue RFP City Tuesday 7/21/2026

Pre-Bid Meeting City Tuesday 7/28/2026 10:00 am

Submit Written Questions Vendor Thursday 7/30/2026

Provide Response to Questions City Monday 8/3/2026

Submit Proposals Vendor Thursday 8/6/2026 2:00 pm

Contract Award City TBD

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Pre-Bid Meeting: Contractor representatives are URGED and CAUTIONED to visit the site and apprise themselves of the conditions and requirements which will affect the performance of the work called for by this Request for Proposal.

Submission of a proposal shall constitute sufficient evidence of this compliance and no allowance will be made for unreported conditions which a prudent Contractor would recognize as affecting the performance of the work called for in this proposal.

Pre-Bid Meeting attendees will meet at 331 S Franklin St, Conference Room 1, 2nd Floor, Rocky Mount, NC 27803.

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 proposal.

Vendor is cautioned that any information released to attendees during the pre-bid meeting, other than that involving the physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this

Request for Proposal, must be confirmed by written addendum before it can be considered to be a part of this proposal.

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 above due date.

Written questions shall be emailed to Alicia.Gaines@rockymountnc.gov by the date and time specified above. Vendors should enter “RFP # 320-190526AG: Questions” as the subject for the email. Questions submittals should include a reference to the applicable RFP section and be submitted in a format shown below:

Reference Vendor Question

RFP Section, Page Number Vendor question …?

Questions received prior to the submission deadline date, the City’s response, and any additional terms deemed necessary by the City will be posted in the form of an addendum the City of Rocky Mount Purchasing web-page https://www.rockymountnc.gov/Bids.aspx, and the North Carolina Department of Administration website https://evp.nc.gov/solicitations/ and shall become an Addendum to this RFP. No information, instruction or advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors shall rely only on written material contained in an Addendum to this RFP.

2.5 PROPOSAL SUBMITTAL

If applicable to this RFP, sealed proposals, subject to the conditions made a part hereof and the submission requirements described below, shall be delivered to the physical address indicated in the table below, for furnishing and delivering those items or Services as described herein.

Vendors shall deliver to the address identified in the table above: one (1) paper, one (1) photocopy.

All proposals shall be submitted in a sealed envelope. Clearly mark each package with: (1) Vendor name; (2) the RFP number; and (3) the due date. Address the package(s) for delivery as shown in the table, below. File contents shall NOT be password-protected but shall be in .PDF or XLS format and shall be capable of being copied to other sources.

Proposal shall be marked on the outside of the sealed envelope with the Vendor’s name, RFP number and date and time of opening. If Vendor is submitting more than one proposal, each proposal shall be submitted in separate sealed envelope and marked accordingly. For delivery purposes, separate sealed proposals from a single Vendor may be included in the same outer package. Do not include proposals for more than one solicitation in the same package.

mailto:Alicia.Gaines@rockymountnc.gov https://www.rockymountnc.gov/Bids.aspx https://evp.nc.gov/solicitations/

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Vendors shall not modify, alter, or edit any part of this Request for Proposal (RFP) document. Any additional information, clarifications, or exceptions must be provided on a separate sheet of paper and clearly referenced in the . Failure to comply with this requirement may result in disqualification of the proposal.

MAILING ADDRESS FOR DELIVERY OF

PROPOSAL VIA U.S. POSTAL SERVICE

OFFICE ADDRESS FOR DELIVERY BY ANY OTHER

MEANS, SPECIAL DELIVERY, HAND DELIVERY,

OVERNIGHT DELIVERY OR BY ANY OTHER

CARRIER

PROPOSAL NUMBER: 320-190526AG

Attn: Alicia Gaines

City of Rocky Mount

PO BOX 1180

Rocky Mount, NC 27802

PROPOSAL NUMBER: 320-190526AG

Attn: Alicia Gaines

City of Rocky Mount

331 S. Franklin Street

Rocky Mount, NC 27804

All Vendors are urged to take the possibility of delay into account when submitting a proposal. Attempts to submit a proposal via facsimile (FAX) machine, telephone or e-mail, in response to this RFP shall NOT be accepted.

Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a Vendor’s proposal(s).

Critical updated information may be included in Addenda to this RFP. It is important that all Vendors responding on this

RFP periodically check the City’s website for any Addenda that may be issued prior to the proposal opening date. All

Vendors shall be deemed to have read and understood all information in this RFP and all Addenda thereto.

Contact with anyone working for or with the City of Rocky Mount regarding this RFP other than the City of Rocky Mount

Purchasing Office Contract Lead named on the face page of this RFP in the manner specified by this RFP shall constitute grounds for rejection of said Vendor’s offer, at the City of Rocky Mount Purchasing Office election.

Proposal Opening:

Proposals will be opened and read aloud at the Frederick E. Turnage Administrative Services Complex, Conference

Room 1, second floor, 331 South Franklin Street, Rocky Mount, North Carolina 27804 at the date and time specified on the cover sheet and RFP schedule.

2.6 PROPOSAL CONTENTS

Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an authorized signature where requested. Vendor RFP responses shall include the following items and those attachments should be arranged in the following order:

a) Cover Letter

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

Number.

c) The body of the RFP and signed receipt pages of any addenda released in conjunction with this RFP (if required to be returned).

d) Completed version of ATTACHMENT A: PRICING

e) ATTACHMENT B: TERMS AND CONDITIONS

f) Completed and signed version of ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION

2.7 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

a) BUYER: The employee of the City or Other Eligible Entity that places an order with the Vendor.

b) CONTRACT LEAD: Representative of the City of Rocky Mount Purchasing Office who corresponds with potential

Vendors in order to identify and contract with that Vendor providing the greatest benefit to the City and who will

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c) QUALIFIED PROPOSAL: A responsive proposal submitted by a responsible Vendor.

d) RFP: Request for Proposal

e) SERVICES or SERVICE DELIVERABLES: The tasks and duties undertaken by the Vendor to fulfill the requirements and specifications of this solicitation.

f) VENDOR: Supplier, bidder, proposer, company, firm, corporation, partnership, individual or other entity submitting a response to a Request for Proposal.

3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS

3.1 METHOD OF AWARD

Pursuant to North Carolina General Statutes Section 143-131, “award shall be made to the lowest responsible, responsive bid or bidders, taking into consideration quality, performance and the time specified in the proposals for the performance of the contract.”

While the intent of this RFP is to award Contracts to multiple Contractors for different properties, the City reserves the right to make a single award to one Contractor, to not award one or more properties or to cancel this RFP in its entirety without awarding a Contract, if it is considered to be most advantageous to the City to do so.

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

Local Preference Policy. The only exception to the lowest responsive, responsible bidder method of award will be the local preference policy. The preference will allow an Eligible Local Bidder to match the price and terms of the lowest responsible, responsive bidder who is a Non-Local Bidder, if the Eligible Local Bidder's price is within five percent (5%) or $25,000, whichever is less, of the lowest responsible, responsive Non-Local Bidder's price .An eligible local vendor is one that is current on property taxes in the City of Rocky Mount and meets the qualifications set forth in the policy.

An application can be found at https://www.rockymountnc.gov/DocumentCenter/View/578/Local-Preference-Policy-PDF

3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

During the evaluation period—from the date proposals are opened through the date the contract is awarded—each

Vendor submitting a proposal (including its representatives, sub-contractors and/or suppliers) is prohibited from having any communications with any person inside or outside the using department , issuing department , other government department office, or body (including the purchaser named above, department secretary, department head, members of the general assembly and/or governor’s office), or private entity, if the communication refers to the content of Vendor’s proposal or qualifications, the contents of another Vendor’s proposal, another Vendor’s qualifications or ability to perform the 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 and/or the award of the contract. A Vendor not in compliance with this provision shall be disqualified from contract award, unless it is determined in the City’s discretion that the communication was harmless, that it was made without intent to influence and that the best interest of the City would not be served by the disqualification. A Vendor’s proposal may be disqualified if its sub-contractor and supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance date of the procurement to the date of contract award). Only those discussions, communications or transmittals of information authorized or initiated by the issuing department for this RFP or general inquiries directed to the purchaser regarding requirements of the RFP (prior to proposal submission) or the status of the contract award (after submission) are excepted from this provision.

3.3 INTERPRETATION OF TERMS AND PHRASES

This Request for Proposal serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the Department; and (2) to provide (together with other specified documents) the terms of the Contract https://www.rockymountnc.gov/DocumentCenter/View/578/Local-Preference-Policy-PDF

11 | P a g e resulting from this procurement. As such, all terms in the Request for Proposal shall be enforceable as contract terms in accordance with the General Contract Terms and Conditions. The use of phrases such as “shall,” “must,” and

“requirements” are intended to create enforceable contract conditions. In determining whether proposals should be evaluated or rejected, the Department will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the Department’s needs as described in the Request for Proposal . Except as specifically stated in the Request for Proposal, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the Department exercising its discretion to reject a proposal in its entirety.

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 City to receive a better proposal, the Vendor is urged and cautioned to submit these items in the form of a question during the question-and-answer period in accordance with Section 2.5.

4.1 CONTRACT TERM

The Contract shall have an initial term of two (2) years, beginning on October 1, 2026 – September 30, 2028. The Vendor shall begin work under the Contract within 30 business days of the Effective Date.

4.2 PRICING

Proposal price shall constitute the total cost to Buyer for complete performance in accordance with the requirements and specifications herein, including all applicable charges handling, administrative and other similar fees. Vendor shall not invoice for any amounts not specifically allowed for in this RFP. Complete ATTACHMENT A: PRICING FORM and include in Proposal. The amount bid for the initial annual term is subject to negotiation and adjustment considering CPI after the first year and agreed to by the City.

4.3 INVOICES

a) The Vendor must submit one monthly invoice within fifteen (15) calendar days following the end of each month in which work was performed.

b) Invoices must be submitted to the following address: City of Rocky Mount Attn: Accounts Payable

PO BOX 1180

Rocky Mount, NC 27802

Or acctpayable@rockymountnc.gov

c) Payment amounts will be made on a NET 30 day pay period upon submission of an invoice and appropriate pick tickets to support such invoice.

4.4 MINORITY BUSINESS PARTICIPATION

The Bidder has the responsibility to make a good faith effort to solicit minority proposals and to attain the aspirational ten percent (10%0 goal. We encourage all Bidders even MWBE/HUBs to obtain the aspirational goal where sub-contracting and supplier opportunities exist. Use the table below to note the MWBE businesses that will be used as suppliers or subcontractors for this contract.

MWBE FIRM OWNERSHIP STATUS ADDRESS WORK TYPE

mailto:acctpayable@rockymountnc.gov

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If the goal of 10% participation by HUB Certified or minority businesses is not achieved, the Bidder shall provide the following documentation to the City of his/her good faith efforts:

Examples of documentation that may be required to demonstrate the Bidder's good faith efforts to meet the goals set forth in these provisions include, but are not necessarily limited to, the following:

a) Copies of solicitations for proposals to at least three (3) minority business firms from the source list provided by the State for each subcontract to be let under this contract (if 3 or more firms are shown on the source list).

Each solicitation shall contain a specific description of the work to be subcontracted, location where bid documents can be reviewed, representative of the Prime Bidder to contact, and location, date and time when proposals must be received.

b) Copies of proposals or responses received from each MWBE responding to the solicitation.

c) A telephone log of follow-up calls to each firm sent a solicitation.

d) For subcontracts where a minority business is not considered the lowest responsible sub-bidder, copies of proposals received from all firms submitting proposals for that particular subcontract.

e) Documentation of any contacts or correspondence to minority business, community, or contractor organizations in an attempt to meet the goal.

f) Copy of pre-bid roster

g) Letter documenting efforts to provide assistance in obtaining required bonding or insurance for minority business.

h) Letter detailing reasons for rejection of minority business.

i) Letter documenting proposed assistance offered to minority business in need of equipment, loan capital, lines of credit, or joint pay agreements to secure loans, supplies, or letter of credit, including waiving credit that is ordinarily required.

Failure to provide the documentation as listed in these provisions may result in a non-responsive bid.

4.5 VENDOR EXPERIENCE

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

4.6 REFERENCES

Vendors shall provide at least three (3) different references for which your company has provided Services of similar size and scope to that proposed herein. The city of Rocky Mount shall contact these users to determine the Services provided are substantially similar in scope to those proposed herein and Contractor’s performance has been satisfactory.

The information obtained shall be considered in the evaluation of the proposal. If city of Rocky Mount references is provided it cannot be counted towards your three (3) required references but may be included in addition to.

COMPANY NAME CONTACT NAME COMPANY EMAIL TELEPHONE NUMBER

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Optional: City of Rocky Mount

4.7 PERSONNEL

Vendor shall not substitute key personnel assigned to the performance of this Contract without prior written approval by the Contract Lead. Vendor shall notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor’s recommended substitute personnel. The city will approve or disapprove the requested substitution in a timely manner. The City may, in its sole discretion, terminate the services of any person providing services under this Contract. Upon such termination, the City may request acceptable substitute personnel or terminate the contract services provided by such personnel.

4.8 VENDOR’S REPRESENTATIONS

a) 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 agrees that it will not enter any agreement with a third party that may abridge any rights of the City under this Contract. Vendor will serve as the prime contractor under this Contract and shall be responsible for the performance and payment of all subcontractors that may be approved by the City. 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).

b) If any Services, deliverables, functions, or responsibilities not specifically described in this Contract are required for

Vendor’s proper performance, provision and delivery of the service and deliverables under this Contract or are an inherent part of or necessary sub-task included within such service, they will be deemed to be implied by and included within the scope of the contract to the same extent and in the same manner as if specifically described in the contract. Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the Services and Deliverables.

c) Vendor warrants that it has the financial capacity to perform and to continue 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.

5.0 SCOPE OF WORK

5.1 GENERAL SCOPE

The Contractor shall retain professional personnel who have successfully and competently provided commercial facility HVAC maintenance and repair services on projects of similar scope and complexity. 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 Bidder’s preventative maintenance and repairs shall, at a minimum, include but not limited to the specifications outlined herein.

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5.2 TASKS

It is the Bidder’s 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 building HVAC equipment during normal business hours 8:00 A.M.- 5:00 P.M. Monday through Friday: Recognized holidays excepted and for response after normal working hours. Bidders’ 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, annual testing and written report of the chilled water and semi-annual boiler, water treatment, grease, refrigerant, oil, touch-up, paint, 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. Also includes work as needed to other refrigeration equipment such as ice machines, walk-in coolers, etc. Contractor shall repair or replace failed or worn moving parts (such as, but not limited to: bearings, motor rotors, motor starters, seals, gears, burners, actuators, controls and switches). Prior to beginning any repair or replacement, Contractor will troubleshoot the system to diagnose the system's problems. Contractor shall itemize the equipment list covered as repairable or replaceable. If HVAC Equipment is not repairable, contractor will contact the City representative with an estimate to replace with an equivalent type. Work not included in this quote will be 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; 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 structure 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 shall provide the desired level of customer service, program support, HVAC maintenance and repair for all City buildings.

b) Show evidence of presently serving at least three local commercial businesses that received similar scope of services.

c) Use technicians sufficiently trained and under the direction of a licensed HVAC mechanic holding a NC license.

d) Have in its employ at least four (4) full-time journeymen-level mechanical personnel available to respond to City 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, pneumatic and electronic controls and work low and high voltage factors.

e) Supply their staff with their agency uniform and photo identification tags that shall be worn at all times.

Uniforms shall display the Contractor logo and the employee’s 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 public meeting space. 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 City Representative.

REPORTING & ACCOUNTING

The contractor shall provide standard proof of work documentation following completion of work. The document must include sufficient information to identify 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 /cert # of technician executing the work. This should be submitted within 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 City Representative prior to any repairs that exceed $500.00.

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SECURITY BACKGROUND CHECK OF PERSONNEL

Contractor is required to provide security checks for all personnel assigned to work under this contract and shall run security checks of all personnel assigned to work under this contract. The city 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 24-hour emergency service as needed in all aspects of HVAC emergency repair for the city facilities included in this specification. Emergency hours shall be Monday through Friday 5:00 p.m. to 8:00 a.m. and 24 hours each day on weekends and holidays. Contractor shall provide emergency response on-site within two (2) hours of notification but shall also provide a call-back to City staff within 30 minutes to discuss issue and response plan. Failure to provide a two (2) hour service response, or 30-minute call back, shall result in a $100.00 service penalty being applied to the monthly maintenance charge for each occurrence.

HEATING-VENTILATION-AIR CONDITIONING

Contractor shall provide expeditious services to all City facilities covered under this agreement.

a) Contractor shall perform quarterly walkthroughs of HVAC systems for preventative maintenance and filter changes.

b) Contractor shall respond to indoor temperature complaints and provide expeditious correction and record complaints and corrections at all City buildings.

c) Contractor shall inspect all HVAC systems at least once each year, with seasonal start- up and run inspections performed and documented.

d) Contractor shall review and, through monitoring and inspections, verify that the services described in

Attachment B (Periodic Maintenance Service Schedule) are performed quarterly.

e) Contractor will perform scheduled annual inspection and quarterly preventive maintenance in accordance with services described in Attachment B (5.4) 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 City Building and Equipment List (5.3)

HVAC Air Filter Changing Service

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 8 filters are required. All filters should be marked with the date when they are replaced.

a) Air Cooled Condenser Coil Cleaning - Annual Service. This service shall improve airflow across condenser coils, improve heat 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 wash based on the condition of outside environment and coil accessibility.

b) Evaporator Coil and Cleaning - Annual Service. Proposer shall clean air handling unit evaporator coils that shall help improve air circulation in the air distribution system and reduce dust and dirt that is in the system.

Coils shall be cleaned at a time that is mutually agreeable between the proposer and the City 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 shall be cleaned using a vacuum cleaner and or other devices that allow the proper cleaning of the coil.

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c) Water Treatment Services - Proposer shall perform water treatment service and testing for both hot water and chilled water loops at Business Service Center, Event Center and Judicial Center. Semi- annual testing and written report of boiler system water to be sampled and tested by an independent qualified laboratory.

Annual testing and written report of chiller water to be sampled and tested by an independent qualified laboratory.

5.3 CITY BUILDING AND EQUIPMENT LIST

*See the Excel spreadsheet titled – HVAC City Building & Equipment List*

5.4 SERVICE SCHEDULE

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

a) Rooftop Packaged Units

a. Preventative maintenance inspection 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 fan bearings, if applicable

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

g. Check belt tension and sheave alignment

h. Check condition of evaporator coils. Chemically clean as required

i. Check and clean condensate drains, drain lines and pan

j. Lubricate condenser motors annually

k. Clean condenser coil and fan blades annually

l. Calibrate controls annually

b) Compressors

a. Preventive maintenance

b. Check all electrical wiring and connections. Tighten as needed

c. Check starter contactor surfaces for wear

d. Visually leak check compressor and associated refrigerant piping

e. Clean exterior of compressor

f. Check operation of crankcase heater

g. Meg-ohm motor from starter and record

h. Check and calibrate all safety and cut-out devices

i. Check and adjust compressor capacity controls!

j. Check, calibrate and adjust all operational controls

k. Check head and suction line pressure

c) Exhaust Fans - Semi-Annually

a. Preventative Maintenance

b. Check all electrical wiring and connections and tighten

c. Check all motor starter contactor surfaces for wear

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d. Clean starter and electrical control enclosures

e. Lubricate motor bearings and fan bearings

f. Check exhaust fan belts for wear, replace as required

g. Check belt tension and sheave alignment. Adjust as required

h. Check all mounting hardware. Tighten as required

d) Package, Gas Heat Electric Cool

a. Preventative maintenance inspection and filters changed

b. Check unit voltage and record

c. Lubricate motors as required

d. Check and adjust burners for proper flames

e. Check for proper combustion and flue gas relief

f. Record discharge temperature, heating and cooling modes

g. Record return air temperature

h. Check and adjust operating and safety controls

i. Check and clean condensate drains, drain line and pan

e) Air Handler

a. Preventive maintenance inspection and filters changed

b. Check starter contacts for excessive wear

c. Tighten all starter wire connections

d. Check belts, adjust or replace as needed

e. Check belt tension and sheave alignment. Adjust as required

f. Meg-Ohm motor and record

g. Check fan motors amps

h. Clean and lubricate unit motor bearings and fan bearing

i. Check operation of economy dampers

j. Lubricate and tighten all dampers and linkages as necessary

k. Check operation of static vane (if applicable)

l. Visually check all coils for leaks

m. Check and record all coil delta T

n. Inspect all mounting hardware, tighten as needed

o. Clean outside air screens. (2x/yr)

p. Inspect condition of vibration insulators

q. Check and clean condensate drains, drain line and pan

f) Multi-zone Air Handler

a. Perform maintenance

b. Lockout tag out equipment

c. Check fan motor amps

d. Clean and lubricate components

e. Check operation of economy dampers

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f. Check operation of static vane or dampers

g. Check operation of zone dampers

h. Check and adjust operating and safety controls

i. Inspect starter contacts

j. Inspect condition of vibration insulators

k. Check and clean condensate drains, drain line and pan

g) Chiller

a. Visually inspect equipment condition and operation

b. Check for unusual vibration, noise, excessive temperatures and refrigerant leaks

c. Check unit voltage and record.

d. Check condenser pressure and record

e. Check evaporator pressure and record

f. Check oil sump sight glass

g. Record chilled water inlet temperature

h. Record chilled water outlet temperature

i. Check condenser water inlet

j. Check condenser water outlet temperature

k. Check compressor starter contacts for abnormal wear

h) Variable Frequency Drive

a. Check unit operation

b. Check fault history report

c. Check operation of manual bypass

d. Verify drive signal increase and decrease

e. Check and tighten all electrical connections

f. Check starter contacts for wear

i) Boiler

a. Check boilers for proper operation

b. Check and use boiler viewport to check main burner flame

c. Turn off and secure boiler

d. Check boilers for any unusual noise or vibration

e. Inspect gaskets for any signs of leaks

f. Examine the venting system

g. Remove and/or inspect gas pilot assembly. Reinstall in accordance with recommended specifications and tolerances

h. Check boiler circulating pumps for proper operation and lubricate

i. Check flame safeguard control for pilot and main flame ignition

j. Check operation of blower motor and circuitry

k. Check operation of gas valves and vents

l. Inspect and tighten all electrical connections

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m. Check and adjust all boiler limit pressure controls and running interlocks

n. Check operation and adjust low water controls

o. Check and adjust burner, pilot and main flame ignition

p. Check and oil combustion air fan

q. Check expansion tank and site glass. (Adjust as needed)

r. Check all entering and leaving water temperatures and pressures

s. The boiler room shall be left in the same condition as existed prior to start of the work

t. Refer to equipment O&M manual for any maintenance clarifications.

u. Flush pressure relief valve

v. Clean and adjust scanner, igniter and flame rod

w. Check pilot for proper ground

j) Evaporator and Condenser Coils

a. Chemically clean air-cooled condenser

b. Clean condensate pan and chemically treat related drain

c. Check and set super heat on evaporator

d. Inspect and chemically clean evaporator

k) Circulation Pumps - Annually

a. Flush and lubricate pump and motor bearings

b. Check coupling alignment and security to shaft

c. Tighten base mountings bolts

l) Water Treatment

a. Furnish chemicals as required to retard scale, corrosion, and biological growths

5.5 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.

5.4 ACCEPTANCE OF WORK

In the event acceptance criteria for any work or deliverables is not described in contract documents or work orders hereunder, the City shall have the obligation to notify Vendor, in writing ten (10) calendar days following completion of such work or deliverable described in the Contract that it is not acceptable. The notice shall specify in reasonable detail the reason(s) it is unacceptable. Acceptance by the City shall not be unreasonably withheld; but may be conditioned or delayed as required for reasonable review, evaluation, installation or testing, as applicable of the work or deliverable.

Final acceptance is expressly conditioned upon completion of all applicable assessment procedures. Should the work or deliverables fail to meet any requirements, acceptance criteria or otherwise fail to conform to the contract, the City may exercise any and all rights hereunder, including, for deliverables, such rights provided by the Uniform Commercial

Code as adopted in North Carolina.

5.5 TRANSITION ASSISTANCE

If this Contract is not renewed at the end of this term, or is canceled prior to its expiration, for any reason, Vendor shall provide, at the option of the City, up to 3 months after such end date all such reasonable transition assistance requested by the City, to allow for the expired or canceled portion of the Services to continue without interruption or adverse effect, and to facilitate the orderly transfer of such Services to the City or its designees. If the City exercises this option, the

Parties agree that such transition assistance shall be deemed to be governed by the terms and conditions of this Contract

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(notwithstanding this expiration or cancellation), except for those Contract terms or conditions that do not reasonably apply to such transition assistance. The City shall pay Vendor for any resources utilized in performing such transition assistance at the most current rates provided by the Contract for performance of the Services or other resources utilized.

6.0 CONTRACT ADMINISTRATION

6.1 PROJECT MANAGER AND CUSTOMER SERVICE

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

6.2 POST AWARD MANAGEMENT REVIEW MEETINGS

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

6.3 DISPUTE RESOLUTION

The parties agree that it is in their mutual interest to resolve disputes informally. A claim by the Vendor shall be submitted in writing to the City’s Contract Lead for resolution. A claim by the City shall be submitted in writing to the Vendor’s

Project Manager for resolution. The Parties shall negotiate in good faith and use all reasonable efforts to resolve such dispute(s). During the time the Parties are attempting to resolve any dispute, each shall proceed diligently to perform their respective duties and responsibilities under this Contract. If a dispute cannot be resolved between the Parties within thirty (30) days after delivery of notice, either Party may elect to exercise any other remedies available under this

Contract, or at law. This term shall not constitute an agreement by either party to mediate or arbitrate any dispute.

6.4 CONTRACT CHANGES

Contract changes, if any, over the life of the contract shall be implemented by contract amendments agreed to in writing by the City and Vendor.

6.5 CITY’S RIGHTS AND OPTIONS

The City reserves the following rights, which may be exercised at the City’s sole discretion:

• To supplement, amend, substitute or otherwise modify this RFP at any time;

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

• 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;

• To issue additional requests for information;

• To require one or more Service Providers to supplement, clarify or provide additional information in order for the City to evaluate…