RFP NO. 062526-HVACPM

Request for Proposal

Carteret County Government

Cooling Tower, Chillers, and Boilers

Preventive Maintenance, Inspections, and Repair Services

Issued: June 25, 2026

Submission Deadline: July 15, 2026 by 10:00 AM, EST.

CARTERET COUNTY GOVERNMENT

Phone: 252-648-7877

REQUEST FOR PROPOSAL

Date: 06/25/2026

To: Interested Contractors

Project Name: Cooling Tower, Chiller, and Boiler Preventive Maintenance, Inspections, and Repair Services

Scope of Work:

Carteret County Government is seeking competitive proposals from qualified and experienced contractors to provide preventive maintenance, cleaning, inspection, testing, potential emergency repair, and life extension services for County-owned boilers, chillers, cooling tower, associated pumps, and equipment located at the Courthouse and Jail Complex in Beaufort, NC 28516.

The County currently operates one (1) Cooling Tower, two (2) Air Cooled Chillers, two (2) electric Boilers, and two (2) LP Boilers along with their respective pumps and VFDs. Exact site locations will be provided to interested contractors upon request by emailing the County Point of Contact. The equipment identified in this RFP represent the County’s current inventory of equipment covered under this RFP. The County reserves the right to add or remove equipment and related components during the term of the contract. Any future equipment installed or acquired by the County may be incorporated into this contract through a mutually agreed upon amendment and/or addendum, utilizing the pricing structure and service provisions established herein.

The HVAC equipment covered under this RFP include:

QTY System / Manufacturer Model No. Serial No.

1 Evapco – Cooling Tower USS 19 -3I6 20P104428

1 Carrier - Air Cooled Chiller 30RCB0726S326-702 2925Q907051

1 Lattner – Electric Boiler S120LW 58119

1 Precision – Electric Boiler PCW2-180D-480-160 22711

1 Daikin – Air Cooled Chiller AGZ080EPMNN-ER00 STNU150600055

2 Weil McLain – Boilers 80 n/a

11 Various Pumps

General Scope of Work

The contractor shall furnish all labor, supervision, tools, equipment, materials, transportation, and consumables necessary to perform preventive maintenance inspections, testing, reporting, and repair services. Services shall include but are not limited to:

Quarterly Minor Inspections and Maintenance - Four (4) visits annually per piece of equipment. Each quarterly inspection shall include, at a minimum:

Boilers

Pumps

• Quarterly inspections

• Burner inspection and adjustment

• Combustion analysis

• Inspection of safety controls and devices

• Verification of operating pressures and temperatures

• Cleaning of burners and combustion chambers

• Inspection of refractory and insulation

• Testing of low-water cutoffs and safety switches

• Inspection for leaks, corrosion, and scale buildup

• Annual boiler cleaning and tune-up

• Inspection of seals, bearings, couplings, and mounts

• Lubrication as required

• Alignment verification

• Vibration monitoring

• Inspection for leaks and unusual noises

• Verification of operating pressures and flow rates

• Motor inspection and testing

• Inspect and clean VFDs

Chillers

Cooling Tower

• Refrigerant level and pressure checks

• Inspection of compressors and motors

• Oil analysis and replacement as recommended

• Cleaning of condenser and evaporator coils/tubes

• Verification of controls and safeties

• Performance testing and efficiency review

• Leak detection

• Replacement of associated filters

• Basin cleaning

• Fill media inspection and cleaning

• Nozzle inspection and cleaning

• Clean outlet strainers

• Drift eliminator inspection

• Fan and motor inspection

• Gearbox inspection and lubrication

• Water distribution system inspection

• Water treatment coordination (Chemical treatment excluded)

Cleaning Services – The Contractor shall perform annual cleaning services including:

• Boiler cleaning and tune up– full service

• Cooling tower and component cleaning – full service

• Coil cleaning

• Mechanical room cleaning related to service equipment

• Debris removal resulting from cleaning

Inspections and Reporting – for each visit, the Contractor shall provide a written report detailing:

• Work performed

• Equipment condition

• Operational readings

• Deficiencies identified

• Recommended repairs

• Estimated remaining useful life of major components

• Energy efficiency recommendations

*These reports shall be submitted to the County POCs within three (3) business days following service.

Emergency Service – the Contractor shall provide emergency response services as follows:

• 24-hour emergency service availability

• Response within three (3) hours from critical failures

• Response within twenty-four (24) hours for non- critical issues

All repairs outside the preventive maintenance scope shall require County authorization before work proceeds, except in emergency situations approved by the County representative.

Materials and Parts

• The Contractor shall furnish materials and replacement parts as required.

• Material pricing shall be billed at actual cost plus a markup not to exceed twenty-five percent (25%).

• Copies of supplier invoices may be requested by the County to verify true material cost.

Scheduling Each maintenance visit shall be custom prepared to meet special County requirements and manufacturer guidelines.

Maintenance intervals will generally follow the schedule established within this RFP; however, exact service dates may be adjusted based on seasonal conditions, manufacturer recommendations, and equipment operating hours.

Contractor Qualifications – Proposers shall provide:

• Company background and experience

• Relevant licenses and certifications

• Manufacturer certifications (if applicable)

• References for at least three similar contracts

• Safety program information

Proposal Requirements – Proposals shall include all required documentation within this RFP along with the following:

• Company qualifications

• Detailed maintenance approach

• Staffing plan

• Preventative maintenance schedule

• Sample inspection reports

• Emergency response procedures

• Annual pricing

• Standard Hourly labor rates

• Overtime Hourly labor rates

• Emergency Hourly labor rates

• Material markup percentage

• Optional services and pricing

Additional Provisions

• Any damages caused by the Contractor shall be repaired or replaced at the Contractor’s expense, subject to the County’s discretion.

• The awarded Contractor shall execute a contract with the County and comply with all Terms and Conditions and the

Agreement for Services.

• The Contractor shall obtain the required permits, if required, give all notices to the County POC (including a copy of any permits), and comply with all laws, ordinances, codes, rules and regulations bearing on the conduct of the work.

Permits shall be posted onsite at project location. No time extensions shall be granted or financial consideration given to the Contractor for time or monies lost due to violations of any such ordinance, code, law or regulations that may occur.

G E N E R A L C O N D I T I O N S

GENERAL

a) It is understood and agreed that by submitting a bid that the Contractor has examined these contract documents, drawings and specifications and has visited the site of the Work, and has satisfied himself relative to the Work to be performed.

MATERIALS, EQUIPMENT AND EMPLOYEES

a) The Contractor shall, unless otherwise specified, supply and pay for all labor, transportation, materials, tools, apparatus, lights, power, fuel, sanitary facilities and incidentals necessary for the completion of his work, and shall install, maintain and remove all equipment of the construction, other utensils or things, and be responsible for the safe, proper and lawful construction, maintenance and use of same, and shall construct in the best and most workmanlike manner, a complete job and everything incidental thereto, as shown on the plans, stated in the specifications, or reasonably implied there from, all in accordance with the contract documents.

b) All materials shall be new and of quality specified, except where reclaimed material is authorized herein and approved for use. Workmanship shall at all times be of a grade accepted as the best practice of the particular trade involved, and as stipulated in written standards of recognized organizations or institutes of the respective trades except as exceeded or qualified by the specifications.

c) No changes shall be made in the Work except upon written approval and change order by Director, Carteret County General Services.

d) Products are generally specified by ASTM or other reference standard and/or by manufacturer’s name and model number or trade name. When specified only by reference standard, the Contractor may select any product meeting this standard, by any manufacturer. When several products or manufacturers are specified as being equally acceptable, the Contractor has the option of using any product and manufacturer combination listed.

e) However, the Contractor shall be aware that the cited examples are used only to denote the quality standard of product desired and that they do not restrict bidders to a specific brand, make, manufacturer or specific name; that they are used only to set forth and convey to bidders the general style, type, character and quality of product desired; and that equivalent products will be acceptable. Substitution of materials, items or equipment of equal or equivalent design shall be submitted to the architect or engineer for approval or disapproval; such approval or disapproval shall be made by the architect or engineer prior to the opening of bids.

f) If at any time during the service and completion of the work covered by these contract documents, the conduct of any worker of the various crafts be adjudged a nuisance to the Owner or if any worker be considered detrimental to the work, the Contractor shall order such parties removed immediately from the site.

g) The Contractor shall designate a foreman/superintendent who shall direct the work.

CODES, PERMITS AND INSPECTIONS

a) The Contractor shall obtain the required permits, if required, give all notices, and comply with all federal, state, and local laws, ordinances, codes, rules and regulations bearing on the conduct of the work under this contract. If the Contractor observes that the drawings and specifications are at variance therewith, he shall promptly notify the Designer in writing. If the Contractor performs any work knowing it to be contrary to such laws, ordinances, codes, rules and regulations, and without such notice to the Owner, he shall bear all cost arising from non-compliance with requirements.

b) All work under this contract shall comply with all local, state, and federal laws, ordinances, codes, rules and regulations bearing on the conduct of work. All work shall conform to the current North Carolina Building Code and other state and national codes as are applicable.

c) The Contractor shall accompany a County designated representative(s) on inspections of the work as scheduled by Carteret County Government. Carteret County Government reserves the right to make determination as to whether service is being performed satisfactorily.

SAFETY REQUIREMENTS

a) The Contractor shall be solely responsible for the entire site and the construction of the same and provide all the necessary protections as required by laws or ordinances governing such conditions and as required by the Owner or Designer. He shall be responsible for any damage to the Owner's property or that of others on the job, by himself, his personnel or his subcontractors, and shall make good such damages. He shall be responsible for and pay for any claims against the Owner arising from such damages.

b) The Contractor shall adhere to the rules, regulations and interpretations of the North Carolina Department of Labor relating to Occupational Safety and Health Standards for the Construction Industry (Title 29, Code of Federal Regulations, Part 1926 published in Volume 39, Number 122, Part 11, June 24, 1974 Federal Register), and revisions thereto as adopted by General Statutes of North Carolina 95-126 through 155.

c) The Contractor shall provide all necessary safety measures for the protection of all persons on the work, including the requirements of the AGC Accident Prevention Manual in Construction as amended, and shall fully comply with all state laws or regulations and North Carolina Building Code requirements to prevent accident or injury to persons on or about the location of the work. He shall clearly mark or post signs warning of hazards existing, and shall barricade excavations and similar hazards. He shall protect against damage or injury resulting from falling materials and he shall maintain all protective devices and signs throughout the progress of the work.

TAXES

a) Carteret County is not exempt from North Carolina State Sales and Use Taxes on labor, material and equipment to be incorporated in the Work. Said taxes shall be included in invoices submitted by Contractor. Contractor in submitting his invoices shall break out all sales taxes as a separate item and County where purchase was made.

EQUAL OPPORTUNITY

a) The non-discrimination clause contained in Section 202 (Federal) Executive Order 11246, as amended by Executive Order 11375, relative to Equal Employment Opportunity for all persons without regard to race, color, religion, sex or national origin, and the implementing rules and regulations prescribed by the Secretary of Labor, are incorporated herein.

b) The Contractors agree not to discriminate against any employees or applicant for employment because of physical or mental handicap about any position for which the employees or applicant is qualified. The Contractor agrees to take affirmative action to employ, advance in employment and otherwise treat qualified handicapped individuals without discrimination based upon their physical or mental handicap in all employment practices.

INSURANCE

(a) To the fullest extent permitted by laws and regulations, Contractor shall indemnify and hold harmless the County and its officials, agents, and employees from and against all claims, damages, losses, and expenses, direct, indirect, or consequential (including but not limited to fees and charges of engineers or architects, attorneys, and other professionals and costs related to court action or arbitration) arising out of or resulting from Contractor’s performance of this Contract or the actions of the Contractor or its officials, employees, or Contractors under this Contract or under contracts entered into by the Contractor in connection with this Contract. This indemnification shall survive the termination of this Contract.

(b) In addition, Contractor shall comply with the North Carolina Workers’ Compensation Act and shall provide for the payment of workers’ compensation to its employees in the manner and to the extent required by such Act.

Additionally, Contractor shall maintain, at its expense, the following minimum insurance coverage:

$1,000,000 per occurrence /$2,000,000 aggregate-Bodily Injury Liability, and $100,000 --- Property Damage Liability or 1,000,000 per occurrence /$2,000,000 aggregate-Combined Single Limit Bodily Injury and Property Damage.

(c) The Contractor upon execution of this Contract shall furnish to the County a Certificate of Insurance reflecting the minimum limits stated above. The Certificate shall provide for thirty-(30) days advance written notice in the event of a decrease, termination or cancellation of coverage. Providing and maintaining adequate insurance coverage is a material obligation of the Contractor. All such insurance shall meet all laws of the State of North Carolina. Such insurance coverage shall be obtained from companies that are authorized to provide such coverage and that are authorized by the Commissioner of Insurance to do business in North Carolina. The Contractor shall at all times comply with the terms of such insurance policies, and all requirements of the insurer under any such insurance policies, except as they may conflict with existing North Carolina laws or this Contract. The limits of coverage under each insurance policy maintained by the Contractor shall not be interpreted as limiting the CONTRACTOR’s liability and obligations under the Contract.

INVOICE FOR PAYMENT

a) Payment will be made in one lump sum within thirty (30) consecutive days after acceptance of the work and the submission both of notarized Contractor's affidavit and four copies of invoices, which are to include the contract, account and job order numbers.

b) Each invoice shall note the amount of Sales Tax paid by the Contractor, contain release of lien from subcontractors and vendors for prior invoices paid, and contain a notarized Contractor’s affidavit.

c) The Contractor's affidavit shall state, "This is to certify that all costs of materials, equipment, labor, and all else entering into the accomplishment of this contract, including payrolls, have been paid in full."

d) Executed contract documents, insurance certifications and, upon completion and acceptance of the work, invoices and other information requested are to be sent to:

Mr. Ray Farnum Project Coordinator

5231 Business Drive, Newport, NC 28570 Email: Ray.farnum@carteretcountync.gov

Telephone: 252-241-6913

e) It is imperative that contract documents, invoices, etc., be sent only to the above address in order to assure proper and timely delivery and handling.

CLEANING UP

a) The Contractor shall keep the sites and surrounding area reasonably free from rubbish at all times and shall remove debris from the site from time to time or when directed to do so by Carteret County. Before final inspection and acceptance of the project, the Contractor shall thoroughly clean the sites, and completely prepare the project and site for use by Carteret County.

mailto:Ray.farnum@carteretcountync.gov

GUARANTEE

a) The Contractor shall unconditionally guarantee materials and workmanship against patent defects arising from faulty materials, faulty workmanship or negligence for a period of twelve (12) months following the final acceptance of the work and shall replace such defective materials or workmanship without cost to the owner.

b) Where items of equipment or material carry a manufacturer's warranty for any period in excess of twelve (12) months, then the manufacturer's warranty shall apply for that particular piece of equipment or material. The Contractor shall replace such defective equipment or materials, without cost to the owner, within the manufacturer's warranty period.

c) Additionally, the owner may bring an action for latent defects caused by the negligence of the Contractor, which is hidden or not readily apparent to the owner at the time of beneficial occupancy or final acceptance, whichever occurred first, in accordance with applicable law.

CONTRACTOR-SUBCONTRACTOR RELATIONSHIPS

The Contractor agrees that the terms of these contract documents shall apply equally to a subcontractor as to the Contractor, and that the subcontractor is bound by those terms as an employee of the Contractor.

UTILITIES

Temporary utilities services are furnished at Contractor’s expense unless otherwise noted. (i.e.; power, water, sewer, steam, telephones, portable toilets, trash containers, etc.)

INSTRUCTIONS FOR WORKING ON COUNTY PROPERTY

The Contractor shall ensure all its employees abide by the following rules set forth by Carteret County Government.

1. They shall wear an identification badge and/or distinct uniform provided by the Contractor at all times while on County premises.

2. They shall be of good integrity and character.

3. They shall report any property loss or damage to their supervisor immediately. The supervisor shall report such damage or loss within 24 hours to Carteret County Government in writing, specifying the location, time and extent of the damage or loss. Failure to report such damage or loss, as required, may be construed as default of the contract.

4. They shall not engage in idle or unnecessary conversation with County employees, other employees of the Contractor, tenants, or visitors to the building(s).

5. They shall abide by the rules and regulations set forth by Carteret County Government which affects the performance of the work.

6. They shall not remove any article or materials from the premises, regardless of its value or regardless of any employee’s or tenant’s permission. This is to include the contents of any item found in trash containers or trash cans designated for that purpose.

7. They shall be respectful and use appropriate language at all times.

8. They shall not carry any weapons, alcoholic beverages, drugs (except those prescribed by a physician) while on

County premises.

Upon written request by Carteret County Government to the Contractor, any Contractor’s employees who fail to abide by these or other rules established by the Contracting Agency will be immediately pulled off the job and replaced at no contract cost adjustment.

PERFORMANCE & PAYMENT BONDS

In accordance with G.S. 44A-26, the successful bidder shall furnish a Performance Bond and a Payment Bond, each in an amount equal to one hundred percent (100%) of the contract price, executed by a surety company licensed to do business in the State of North Carolina and acceptable to the Owner.

These bonds shall be delivered to the Owner within ten (10) days after notice of award and prior to execution of the contract.

Failure to provide required bonds may be grounds for forfeiture of bid security and award to the next lowest responsible bidder.

The Performance Bond shall guarantee faithful performance of the contract and payment of all obligations arising thereunder.

The Payment Bond shall guarantee payment to all persons supplying labor and materials for the project. The cost of bonds shall be included in the bid price, if applicable.

MINORITY BUSINESS PARTICIPATION

a) It is the intent of the County to encourage Contractors in making every effort to utilize Minority Business Enterprises for subcontracted work. The County has established efforts to record participation of such Enterprises by the attached “Appendix E – MBE DOCUMENTATION FOR CONTRACT PAYMENTS”. The Contractor shall include the attached Appendix E with each pay application.

b) Bidders can use the Office for Historically Underutilized Business website http://www.doa.state.nc.us/doa/hub/ to locate

HUB Contractors.

c) Nothing in these guidelines shall be construed to require Contractors or awarding authorities to award contracts or subcontracts to or to make purchases of materials or equipment from minority-business Contractors or minority-business subcontractors who do not submit the lowest responsible, responsive bid or bids.

E-VERIFY EMPLOYER COMPLIANCE

The Contractor represents and covenants that the Contractor and its subcontractors comply with the requirement of Article 2 of Chapter 64 of the North Carolina General Statutes (NCGS). In this E-Verify Compliance section, “Contractor” “its subcontractors” and “comply” shall have the meanings intended by NCGS 153A-499 (b). The County is relying on this section in entering into this contract. The parties agree to this section only to the extent authorized by law. If this section is held to be unenforceable or invalid in whole or in part, it shall be deemed amended to the extent necessary to make this contract comply with NCGS 153A-499 (b).

SUPERINTENDENT

The Contractor shall employ a competent superintendent who shall represent the Contractor and have the authority to make field decisions necessary for performing the work. Competency must be demonstrated by performing high quality service work on time according to Contractor’s approved schedule. County reserves the right to require replacement of the superintendent by Contractor without explanation from the County.

INDEMNIFICATION

The Contractor will indemnify and hold the County harmless from any and all liability, expense, judgment, suit, or cause of action for personal injury, death, or direct damage to tangible property which may accrue against the County to the extent it is caused by the negligence of Contractor, or its Sub-Contractors, or their employees or agents, while performing duties under this Agreement, provided that the County gives the Contractor prompt, written notice of any such claim or suit.

TERMINATION

Carteret County Government shall have the right to terminate this contract immediately by written notice to the Contractor if the Contractor fails to execute the services promptly and to Carteret County Governments satisfaction, or fails to perform any obligation imposed by any provisions of this Contract. In the event of termination for default, Carteret County Government has against the Contractor all remedies provided by law and equity.

AWARD OF CONTRACT

Carteret County Government reserves the right to award to multiple Contractors deemed to be fully qualified and best suited among others submitting proposals on the basis of the evaluation factors included within this RFP. Once the proposals are ranked by Carteret County Governments Committee and the qualified contractor is determined, Carteret County Government may conduct further negotiations, and/or request presentations to any or all Contractors. Carteret County Government reserves the right to accept or reject, in whole or in part, proposals directed to the best interest of the County. Each Contractor shall fill out the required information within this RFP, submit Certificate of Insurance for liability and Worker’s Compensation in order for the proposal to be qualified.

Evaluation Criteria – Proposals will be evaluated based on:

• Overall cost -30% weight

• Qualifications and Experience – 20% weight

• Scope compliance and approach – 20% weight

• Past performance and references – 20% weight

• Response capability and staffing – 10% weight

Carteret County POC

All inquiries concerning the Scope of Services, Proposal Submission Requirements or Site Visits should be directed to:

Mr. Ray Farnum

Project Coordinator 5231 Business Drive, Newport, NC 28570

Email: Ray.farnum@carteretcountync.gov Telephone: 252-241-6913

Proposals shall be emailed, mailed, and/or hand delivered to the address of the POC shown above, and if mailed the sealed envelope shall clearly state the name of this RFP. It is the sole responsibility of the Contractor to ensure that their proposal arrives by the designated submission date assigned.

Issued Date: June 25, 2026

Due Date: Proposals to the attention of Mr. Ray Farnum are due no later than July 15, 2026 by 10:00 AM, EST.

TERM OF CONTRACT

The term of this contract will be for a period of one (1) year beginning as early as July 31, 2026 and ending on June 30, 2027.

The option to renew this contract may be offered for five (5) one (1) year renewals at the discretion of Carteret County Government.

mailto:Ray.farnum@carteretcountync.gov

SUMMARY OF PAPERWORK

SAMPLE SERVICE AGREEMENT

Attached is a Sample Service Agreement that describes the County’s contractual terms and conditions to include insurance requirements. The successful Supplier will be required to enter into a service agreement with the County. Any exceptions to the terms and conditions of the Service Agreement must be documented and submitted with proposal. In addition, any additional required language, terms or conditions must be submitted with the proposal.

FORMAT FOR PROPOSAL SUBMISSION

Upon completion, the Contractor shall submit the full proposal package in a single-sided PDF format. If the

Contractor elects to submit the proposal via mail or hand delivery, all pages must likewise be printed single-sided and included in their entirety. Additionally, the Contractor shall provide a detailed cost breakdown on official company letterhead, clearly itemizing materials, labor, and applicable taxes.

PRIOR TO AWARD

1 – Submit Certificate of Insurance for Liability and Worker’s Compensation.

2 – Submit company W-9.

3 – Submit Iran Divestment Act.

4 – Submit Subcontractor Form, if applicable.

5 – Submit Supplier Exemption Form, if applicable.

6 – Submit Certification Regarding Debarment and Suspension Form.

7 – Submit Affidavit A and B, if applicable.

8 – Submit E-Verify Compliance Affidavit.

9 – Complete highlighted Proposal and Contract lines.

10 – Provide material submittals and timelines, if applicable.

AFTER AWARD

1 – Submit Project Timeline and Schedule.

2 – Submit completed Sales Tax Summary and Detail forms, state “None”, if applicable.

3 – Sign and Submit County Signed Service Agreement.

4 – Sign and Submit Notice to Proceed/Letter of Award.

FINAL PAYMENT

1 – Submit invoice only after accepted work is complete.

2 – Submit completed Sales Tax Summary and Detail forms, state “None” if applicable.

3 – Submit Contractor’s Warranty Letter, state date of acceptance agreed with owner.

3 – Submit Contractor’s Affidavit Letter.

4 – Submit Appendix E – MBE Documentation for Contract Payments, if applicable.

IRAN DIVESTMENT ACT CERTIFICATION

REQUIRED BY N.C.G.S. 147-86.59

As of the date listed below, the vendor or bidder listed above is not listed on the Final Divestment List created by the State Treasurer pursuant to N.C.G.S. 147-86.58.

The undersigned hereby certifies that he or she is authorized by the vendor or bidder listed above to make the foregoing statement.

Signature Date

Printed Name Title

Notes to persons signing this form:

N.C.G.S. 147-86.59(a) requires this certification for bids or contracts with the State of

North Carolina, a North Carolina local government, or any other political subdivision of the State of North Carolina. The certification is required at the following times:

• When a bid is submitted

• When a contract is entered into (if the certification was not already made when the vendor made its bid)

• When a contract is renewed or assigned

N.C.G.S. 147-86.59(b) requires that contractors with the State, a North Carolina local government, or any other political subdivision of the State of North Carolina must not utilize any subcontractor found on the State Treasurer’s Final Divestment List.

The State Treasurer’s Final Divestment List can be found on the State Treasurer’s website at the address www.nctreasurer.com/Iran and will be updated every 180 days.

AFFIDAVIT A – IDENTIFICATION OF HUB PARTICIPATION

Project Name: ____________________________ Project Number: __________________________ Owner: _________________________________ Bidder: _________________________________

Pursuant to G.S. 143-128.2(c) and (f), the undersigned certifies that it has made a good faith effort to comply with the State of North Carolina’s HUB participation requirements and identifies the following Historically Underutilized Businesses (HUB) to be utilized as subcontractors, suppliers, or service providers on this project.

HUB Firm Name Address/Phone Trade/Service % of Total Contract

The undersigned will enter into a formal agreement with the above listed HUB firms for work listed in this schedule, conditional upon execution of a contract with the Owner.

Bidder Company Name: ________________________________ Authorized Signature: ________________________________ Printed Name & Title: ________________________________ Date: ________________________________

NOTARY SEAL:

Subscribed and sworn before me this _____ day of ____________, 20____.

Notary Public: ________________________________ My Commission Expires: ________________________

AFFIDAVIT B – GOOD FAITH EFFORT

Project Name: ____________________________ Project Number: __________________________ Owner: _________________________________ Bidder: _________________________________

Pursuant to G.S. 143-128.2© and (f), the undersigned certifies that it has made a Good Faith Effort to recruit and utilize Historically Underutilized Businesses (HUB) on this project. Because the bidder has not met the 10% goal for HUB participation, documentation of efforts to solicit and negotiate with HUB firms is provided below and/or attached.

The bidder certifies that the following Good Faith Efforts were undertaken (check all that apply):

[ ] 1. Contacted HUB firms at least 10 days before bid opening to solicit their participation.

[ ] 2. Notified minority-focused trade organizations or development centers of subcontracting opportunities.

[ ] 3. Provided interested HUB firms with adequate information about the plans, specifications, and requirements of the work.

[ ] 4. Negotiated in good faith with interested HUB firms and did not unjustifiably reject them as unqualified.

[ ] 5. Assisted HUB firms in obtaining bonding, lines of credit, or insurance when necessary.

[ ] 6. Advertised in media or trade publications likely to inform HUB firms of opportunities.

[ ] 7. Other (describe): ___________________________________________________________

The undersigned agrees to provide copies of solicitation letters, phone logs, advertisements, or other supporting documentation if requested by the Owner.

Bidder Company Name: ________________________________ Authorized Signature: ________________________________ Printed Name & Title: ________________________________ Date: ________________________________

NOTARY SEAL:

Subscribed and sworn before me this _____ day of ____________, 20____.

E-VERIFY COMPLIANCE AFFIDAVIT

STATE OF NORTH CAROLINA

COUNTY OF ________________________

I, the undersigned, being duly authorized by and on behalf of ________________________________ (the "Contractor"), after first being duly sworn, depose and say as follows:

1. I am authorized to sign this affidavit on behalf of the Contractor.

2. As of the date of this affidavit, the Contractor employs the following number of employees (check one):

[ ] Less than 25 employees

[ ] 25 or more employees

3. The Contractor understands and complies with the requirements of Article 2 of Chapter 64 of the North Carolina General

Statutes, which requires employers with 25 or more employees to use the federal E-Verify program to verify the work authorization of newly hired employees.

4. The Contractor shall keep all records demonstrating compliance with E-Verify on file for the duration of the contract.

Contractor Name: ________________________________

Authorized Representative: ________________________

Title: ________________________________

Signature: ____________________________

Date: ________________________________

NOTARY SEAL:

Subscribed and sworn before me this _____ day of ____________, 20____.

SAMPLE ONLY – do not fill in

AGREEMENT FOR SERVICES

THIS AGREEMENT FOR SERVICES (“Agreement”) is made this [________] of [_____________], 2026 (the “Effective Date”), by and between the County of Carteret, a North Carolina municipal corporation (the “County”), and [SERVICE PROVIDER], a(n) [STATE OF SERVICE PROVIDER'S INCORPORATION/ORGANIZATION] [SERVICE PROVIDER’S TYPE OF BUSINESS

ENTITY]2 (“Service Provider”). The County and Service Provider are at times collectively referred to hereinafter as the

“Parties” or individually as a “Party”.

WHEREAS, the County desires to engage Service Provider to provide the services described on Exhibit A attached hereto, together with an additional service reasonably implied and inferred therefrom or customarily provide in the performance of services of the nature to be provided by Service Provider pursuant hereto (the “Service”); and

WHEREAS, Service Provider desires to render the service in accordance with this Agreement, and has the experience, staff, and resources to perform such Service.

NOW THEREFORE, the County and Service Provider, in consideration of their mutual covenants and other good and valuable consideration, the sufficiency and receipt of which is hereby acknowledged, hereby agree as follows:

SECTION I. ENGAGEMENT OF SERVICE PROVIDER

A. Engagement- Service Provider shall perform the Service and the County shall pay Service Provider for the

Performance of such Service as set forth herein.

B. Independent Contractors- The relationship between the Parties shall be that of independent Contractors. Without limiting the generality of the foregoing, the Parties acknowledge and agree that Service Provider, its employees, subcontractors, and suppliers are not individually or collectively to be deemed an employee or employees of the

County under any circumstances. Furthermore, nothing in this agreement shall under any circumstances be construed to make the County and Service Provider joint venturers, partners, or parties to similar relationships with each other.

SECTION II. PROVISION OF THE SERVICES

1 E.g., “Acme Consulting, Inc.”, “XYZ Professional Services, LLC”, “John Q. Public”, etc. The Service Provider's full legal name should be used here and on the signature page, including the “Inc.”, “LLC” or other designation indicating the type of entity if Service Provider is an entity (e.g., “Acme Consulting, Inc.” rather than “Acme Consulting”).

2 E.g., corporation, professional corporation, limited liability company, professional limited liability company, limited liability partnership, etc. Note that the legal name should give some indication regarding the type of entity—i.e., “Inc.” or “Corp.” or

“Corporation” = a corporation; “LLC” = a limited liability company; “LLP” = a limited liability partnership. If Service Provider is an individual, replace the last two bracketed placeholders in this paragraph with the following: “individual resident of the State of

[SERVICE PROVIDER'S STATE OF RESIDENCE]”.

A. Provision of the Services- Service Provider will provide the Services in accordance with the terms and conditions of this Agreement.

B. Fees- The County will pay Service Provider for provisions of the Services consistent with the hourly rates and/or fixed amounts set forth on Exhibit A, with the total payment to Services Providers under this Agreement not to exceed

C. Additional Services- Any work required by the County but which goes beyond the scope of the services will be classified as “Additional Services.” Additional Services will be negotiated on an individual project basis and, if such negotiations are successful, will be governed by an amendment to this Agreement or a new separated agreement between the Parties.

SECTION III. RESPONSIBILITIES OF SERVICE PROVIDER AND COUNTY

A. Service Provider’s Responsibilities

1. Service Provider shall be responsible for the quality, technical accuracy, and the coordination of all Services

(including all related deliverables (the “Deliverables”)) furnished by Service Provider under this Agreement.

2. The Services shall be performed consistent with the schedule, if any, set forth on Exhibit A. If no such schedule is set forth on Exhibit A, the Services shall be provided within a reasonable time established by the

County. Service Provider agrees to provide progress reports regarding its performance of the Services in a format acceptable to the County and at intervals established by the County. The County will be entitled at all times to be promptly advised, at its request and in writing, as to the status of Services being performed by Service Provider and of the details thereof.

3. In the event there are delays on the part of the County as to the approval of any of the materials submitted by

Service Provider, or if there are delays occasioned by circumstances beyond the control of Service Provider which delay the Services’ completion date as specified on Exhibit A, the County may grant to Service Provider an extension of the contract time equal to the aforementioned delays, provided there are no changes in compensation or scope of services.

4. It shall be the responsibility of Service Provider to ensure at all times that sufficient contract time remains within which to complete the Services. Time is of the essence with respect to Service Provider’s performance of the Services.

5. In the event that Service Provider fails to timely complete the performance of all Services in accordance with the timeframe set forth on Exhibit A, the County shall have the right to cease making any partial progress payments following expiration of such timeframe. No further payments under this Agreement will be made until a time extension is granted by the County or all Services have been completed and accepted by the County in writing.

6. Service Provider shall submit to the County such Project documentation and Deliverables as agreed to by

Service Provider and the County on Exhibit A. Service Provider shall not be liable for use by the County of said

Deliverables for any purpose other than those intended by the terms of this Agreement.

7. All plans, specifications, analytical tools, maps, documents, reports, and/or other Deliverables prepared or obtained under this Agreement shall be considered “works made for hire” (as defined in 17 U.S.C. §101) for the

County and shall become the property of the County without restriction or limitation on their use. To the extent that any of the Deliverables do not constitute a “work made for hire”, Service Provider hereby irrevocably assigns, and shall cause its employees, agents, and other personnel (collectively, “Personnel”) to irrevocably assign to the

County, in each case without additional consideration, all right, title, and interest throughout the world in and to the

Deliverables, including all intellectual property rights therein. Service Provider shall cause its Personnel to irrevocably waive, to the extent permitted by applicable law, any and all claims such its Personnel may now or hereafter have in any jurisdiction to so-called “moral rights” or rights of droit moral with respect to the Deliverables.

Upon the County’s reasonable request, Service Provider shall, and shall cause its Personnel to, promptly take such further actions, including execution and delivery of all appropriate instruments of conveyance, as may be necessary to assist the County to prosecute, register, perfect, or record its rights in or to any Deliverables.

8. The general cost principles and procedures for the negotiation and administration, and the determination or allowance of costs under this Agreement shall be as set forth in the Code of Federal Regulations, Titles 23, 48, and 49 and other pertinent Federal, State, and County Regulations, as applicable, with the understanding that there is no conflict between County, State, and Federal Regulations and, in the event, there is a conflict, the more restrictive of the applicable regulations will govern.

9. Service Provider’s right to reimbursement for travel costs, if any, will be addressed in the compensation provisions set forth on Exhibit A.

10. Service Provider shall comply with all applicable construction specifications and policies provided to it by the

County during Service Provider’s provision of the Services.

11. Prior to provision of the Services, Service Provider shall, by written notice to the County, designate a representative to act on behalf of Service Provider with respect to the Services to be performed hereunder (the

“Designated Representative”). The Designated Representative’s decisions, agreements, and actions relating to the Services to be provided hereunder shall be binding upon Service Provider. If the County requests that Service

Provider designate a different Designated Representative, Service Provider will do so within five (5) calendar days of Service Provider’s receipt of written notice from the County regarding such request. If Service Provider decides to change the Designated Representative, Service Provider will give written notice to the County of its new

Designated Representative and the effective date of such change.

12. Prior to the commencement of Service Provider’s provision of Services (a) the County will provide written notice to Service Provider of the requirement, if any, to provide payment and/or performance bonds relating to the

Services, and (b) Service Provider shall provide any such bonds so required by the County in connection therewith.

B. The County’s Responsibilities

1. The County shall designate and fully authorize an appointed representative(s) to act on behalf of the County with respect to this Agreement. The representative’s instructions, requests, and decisions on behalf of the County will be binding to all matters pertaining to this Agreement.

2. The County shall provide existing data, plans, reports, and other information known to, in possession of, or under control of the County which are relevant to the execution of the duties of Service Provider under this

Agreement, and shall provide information regarding Project and task objectives, constraints, criteria, relationships, flexibility, systems, site features, and other requirements that exist as of the Effective Date or which may develop during the performance of this Agreement, and shall assist Service Provider in obtaining needed information from the County’s files.

3. The County shall furnish or cause to be furnished data prepared by others, or services of others, except those data and services which are to be provided by Service Provider pursuant to Exhibit A.

SECTION IV. TERM

A. Duration- The term of this Agreement (the “Term”) will commence on the Effective Date and will expire upon completion of Service Provider’s performance of the Services, unless sooner terminated as provided herein.

SECTION V. COMPENSATION AND PAYMENT

As compensation for Service Provider’s performance of the Services, the County agrees to pay Service Provider at the rates and in the amounts set forth on Exhibit A and subject to the provisions of this Section V.

A. Invoices

1. Submittal- Service Provider’s invoices to the County for compensation for Services (“Invoices”) shall be submitted on a monthly basis. Each invoice shall reference this agreement. The County shall have thirty (30) calendar days from the

County’s receipt of an invoice to report any concerns about the Invoice to Service Provider. Any concerns shall be promptly addressed by Service Provider to the reasonable satisfaction of the County, and Service Provider shall submit a revised invoice after the County’s concerns about the invoice have been addressed.

2. Payment- Payment terms for any undisputed items are thirty (30) calendar days after the County receipts of each accurate and properly submitted invoice.

3. Required Detail- Each invoice shall be submitted to the County with detail and supporting documentation sufficient to process the invoice for payment and for proper pre-audit and post-audit thereof.

4. Dispute Items- If any items in any invoice are disputed by the County for any reason, including the lack of supporting documentation, the County shall promptly notify Service Provider of the dispute and required clarification and/or remedial action. After any dispute has been settled, Service Provider shall include the disputed items on a subsequent regularly scheduled invoice or on a special invoice for the disputed items only.

B. Audit of Records- Service Provider agrees to maintain all books, documents, papers, accounting records, and other evidence pertaining to Services performed under this Agreement and to make such materials available for the County audit or inspection at the County office during the Term and for five (5) years from the date of final payment.

SECTION VI. INSURANCE AND INDEMNIFICATION

A. Insurance Coverage

The Contractor, at its own expense, shall keep in force and maintain at all times during this agreement:

1. Commercial General Liability Insurance- Commercial General Liability Insurance, issued by responsible insurance companies and in a form acceptable to the County, protecting and insuring against all the foregoing with coverage limits of not less than One Million Dollars ($1,000,000) per occurrence for Bodily Injury and Property Damage.

2. Automobile Liability Insurance- Automobile Liability coverage shall be in the minimum amount of One Million

Dollars ($1,000,000) per occurrence.

3. Workers’ Compensation Coverage- Full and complete Workers’ Compensation Coverage, as required by North

Carolina state law, shall be provided.

4. Insurance Certificates- Contractor proposals may have generic insurance certificates inserted illustrating coverage limits available to the Contractor. Following the notice of award, the Contractor shall provide the County with certificate(s) of Insurance on all the policies of insurance and renewals thereof in a form(s) acceptable to the

County. Said Commercial General Liability policy shall provide that the County be an additional named insured.

The County shall be notified in writing of any reduction, cancellation or substantial change of policy or policies at least thirty (30) days prior to the effective date of said action. All insurance policies shall be issued by responsible companies who are acceptable to the County and licensed and authorized to do business under the laws of North

Carolina.

5. Indemnification

1. General Indemnification- Service Provider shall defend, indemnify, and hold harmless the County and its officers, directors, employees, agents, successors, and permitted assigns (each, an “Indemnitee”) from and against all losses, damages, liabilities, deficiencies, actions, judgment, interest, awards, penalties, fines, costs, or expenses of whatever kind, including reasonable attorneys’ fees and the cost of enforcing any right to indemnification hereunder and the cost of pursuing any insurance providers (collectively, “Losses”) arising out of or resulting from:

(a) bodily injury, death of any person, or damage to real or tangible, personal property resulting from the willful, fraudulent, or negligent acts or omissions of Service Provider or its Personnel; and

(b) Service Provider’s breach of any representation, warranty, or obligation of Service Provider set forth in this

Agreement.

2. Intellectual Property Indemnification- Service Provider shall defend, indemnify, and hold harmless the County and its officers, directors, employees, agents, successors, and permitted assigns from and against all Losses based on a claim that any of the Services (or related Deliverables) or the County’s receipt or use thereof infringes any intellectual property right of a third party; provided, however, that Service Provider shall have no obligations under this Section VI.B.2 with respect to claims to the extent…