REQUEST FOR PROPOSALS

FOR

ON-CALL REPAIR AND EMERGENCY SERVICES FOR

DEPARTMENT OF WATER MANAGEMENT PLANTS AND

FACILITIES

DEPARTMENT OF WATER MANAGEMENT

CITY OF DURHAM

NORTH CAROLINA

April 2026

2026 COD DWM On-Call Repair and Emergency Services RFP

SELECTED CONTENTS

GENERAL INFORMATION

10. Date of RFP

20. Project Manager and Contact with City; Questions about this RFP

DESCRIPTION OF PROJECT AND NATURE OF RFP

30. Project

40. Scope of Work and Qualifications

50. Compensation Amount and Schedule

60. Definitions in this RFP

70. Contract

80. Trade Secrets and Confidentiality

85. Reserved

90. Reserved

100. Insurance

110. Discretion of the City

SCHEDULE

120. Schedule

130. Keeping Proposals Open

140. Deadline to Submit Proposals

GETTING MORE INFORMATION ON THE PROJECT AND RFP PROCESS

150. Questions

160. Pre-submittal conferences, meetings, and site visits

170. Updates and revisions to RFP

EVALUATION CRITERIA

180. Evaluation Criteria

190. Team Qualifications

200. Project Experience and References

210. Team Location and Availability

220. Cost

230. Reserved

240. Reserved

250. Reserved

CONTENTS OF PROPOSAL

260. Contents of Proposal

260.1 Contact Information

260.2 Legal status

260.3 Team Qualifications

260.4 Project Experience and References

260.5 Team Location and Availability

260.6 Cost

260.7 Methods

260.8 Assumptions regarding City of Durham Actions and Participation

260.9 UBE Participation/Equal Business Opportunity Program

260.10 Financial Condition, Insurance, Bonds, and Taxes

260.11 Conflict of Interest

260.12 Non-Collusion

COVER LETTER WITH PROPOSAL

270. Cover letter

280. Addendums

HOW TO SUBMIT A PROPOSAL

290. How to submit a proposal

300. Format

310. Reserved

320. Candidate to Bear Expense; No Claims against City

330. State Treasurer’s lists regarding Iran and Boycott of Israel

340. Notice Under the Americans with Disabilities Act (ADA)

350. Values of City of Durham

EXHIBITS

Exhibit A - Contract Template Exhibit B - Pricing Proposal Forms Exhibit C - Goods and Services Forms

Request for Proposal (RFP) from qualified firms to provide On-Call and Emergency Repair services for mechanical, electrical, plumbing, HVAC, overhead door maintenance, and fencing trades.

10. Date of RFP:

The date of issuance is April 13th, 2026, and the due date for submitting proposals is May 15th, 2026 at 3:00PM.

20. Project Manager and Contact with City; Questions about this RFP.

If you have any concerns or questions about this RFP, please contact the Project Manager in writing at the email below:

Ben Mason Engineer

Department of Water Management 1600 Mist Lake Drive Durham, NC 27704

Ben.Mason@durhamnc.gov

If you have concerns about this RFP that you believe are not being addressed by the project manager, please contact:

Lori Montgomery, PE Senior Engineering Manager

Department of Water Management

1600 Mist Lake Drive Durham, NC 27704

Lori.Montgomery@durhamnc.gov

DESCRIPTION OF PROJECT AND NATURE OF RFP

30. Project. The City of Durham’s Department of Water Management (DWM) owns and operates municipal water treatment and distribution systems and wastewater treatment and collection systems. To keep these facilities operational, there is a need for routine maintenance as well as corrective maintenance that span a variety of trades. DWM’s Plant Engineering and Maintenance (PEM) team is responsible for routine maintenance throughout DWM’s facilities but does not have the resources to address all corrective or emergency maintenance issues that may arise. Given the criticality of DWM’s facilities to the health and well-being of the residents of Durham, DWM has an ongoing need for mechanical, electrical, plumbing, heating, ventilation, and air-conditioning (HVAC), overhead-door, and fencing services.

The project involves furnishing of all materials, labor, equipment, tools, etc. unless otherwise specified, for on-call repairs at Department of Water Management (DWM) facilities, which include the following:

• Two (2) water treatment plants

• Two (2) water reclamation facilities

• Two (2) water supply dams and raw water pump stations

• Six (6) elevated tank sites

• Two (2) booster pump stations

• Sixty-two (62) lift stations

• DWM Mist Lake Administrative Complex (office facilities, warehouse, trades workshops and fleet maintenance building)

• DWM Compliance Services Building and Laboratory

DWM intends to enter into multiple on-call governing contracts with multiple qualified contractors for each of the trades described in Section 40 below. Each selected Contractor will be required to enter into an on-call governing contract with the City and will be responsible for performing specified work under an executed Service Order issued pursuant to their respective governing contract. Contractors will perform work within the trades for which they have been selected, and the work will include repair, corrective action and/or maintenance services to ensure safe and reliable operations. The Service Order services will be provided on an as needed and as requested basis as described below.

1. DWM staff will initially evaluate the general scope and complexity of the work required, including needed trade and/or services and whether multiple informal quotes are required.

a. For services in the Plumbing and Overhead Door categories with a value of more than $30,000, three quotes will be solicited from contractors in the respective trade area.

b. For all other trade categories, or for any service with a value of less than $30,000, the City shall rotate through the On-Call list for the required trade.

The number of projects and dollar amount will be spread amongst contractors in a trade as evenly as possible.

2. The qualified on-call contractor(s) will review any drawings, specifications, reports, etc. provided by City staff.

3. Based on input from the qualified on-call contractor(s), City staff will decide on a final scope of services.

4. DWM will request the qualified on-call contractor(s) provide quotes for labor, material and equipment based on an agreed schedule. If multiple quotes are required, the lowest responsible, responsive quote will be used.

5. The selected contractor will execute a written Service Order with the City outlining the scope of work and cost of work made pursuant to the terms of the on-call governing contract.

6. The Contractor shall perform all work necessary in accordance with approved schedule.

7. The Contractor shall submit all final documentation for all time and materials pursuant to the terms of the Service Order and on-call governing contract for City staff review and final approval.

8. The Contractor will be required to address all identified deficiencies in the work.

40. Scope of Work and Qualifications. The City is soliciting proposals to contract with multiple qualified firms from the various trades listed below to perform one or more of the services described. The total number of Contractors selected to contract with the City in the trades listed below will be determined in the discretion of the City based on the evaluation criteria discussed under Section 180; the needs of the City; administrative burden of managing multiple contracts; and other factors determined to be in the best interest of the City.

A. Mechanical Repair Services

1. INCLUDED SERVICES

This contract will be used when a mechanical issue requires a quick response, when adequate City maintenance crews are unavailable, or when City staff do not have the expertise or qualifications required to address the issue. The list below is intended to provide an example of the types of work that may be requested but is not intended to serve as an exhaustive list. Required services may include, but are not limited to, repair/replacement/maintenance/fabrication of a wide variety of mechanical equipment common to the water/wastewater industry such as:

• Pumps (up to 1000 HP)

• Valves

• Piping (of various materials, up to 72” diameter)

• Flow meters

• Blowers

• Compressors

• Conveyors

• Motors/engines

• Tanks

• Vaults

• Miscellaneous process equipment

• Buildings/structures

The City intends to address buried pipelines, earthwork, and paving via other contracts.

2. EXPERIENCE AND QUALIFICATIONS

a. Project Experience: Provide project details and references for at least

5 projects completed within the past 5 years at water/wastewater facilities. Example projects should be at least $50,000 in value, with at least one project involving emergency repair work. Details for example projects shall include: Owner Name, Facility Name, contact person name with email/phone number, project description, project value, and date completed.

b. Contractor Certifications: Contractor should possess license appropriate for the industry under the applicable North Carolina licensing authority.

c. Submit Qualifications of Key Personnel to include, but not necessarily limited to:

• Project Manager

• Superintendent

• Foreman

B. Electrical Repair Services

The services are to be provided on an as-needed and requested basis. They include, but are not limited to: maintaining, repairing, inspecting, testing, calibration, troubleshooting, and upgrading electrical distribution equipment.

Examples of typical services that could be performed as part of this scope are listed below. This is not an exhaustive list but is meant to provide an idea of what type of work could be involved at the facilities.

• Circuit breaker testing and protective relay testing in accordance with ANSI/NETA standards

• Insulating oil testing and gas analysis

• Troubleshooting and repairs to circuit breakers, switches, transformers, starters, cables, splices and switchgear

• Power quality analysis

• Infrared analysis

• Electrical safety analysis, arc flash analysis, and short circuit analysis

• Cable testing in accordance with ANSI/NETA standards

• Substation and substation battery system maintenance, troubleshooting and repair

• Upgrade and modernize protective relays and circuit breakers

5 projects completed within the past 5 years. Example projects should be at least $10,000 in value, with at least one project involving emergency repair work and high voltage environment. Details for example projects provided on bid form shall include: Owner Name, Facility Name, contact person name with email/phone number, project description, project value, and date completed.

b. Contractor Certifications: Contractor shall possess certifications and licenses appropriate for the industry.

c. Qualifications of Key Personnel such as:

• Project Manager

C. HVAC Repair Services include, but are not limited to: perform preventive maintenance, repairs, troubleshooting, upgrades and replacement or new installation of heating, ventilation and air conditioning (HVAC) equipment and systems. Examples of typical equipment under this scope are listed below. This is not an exhaustive list but instead it is meant to provide an idea of what type of work could be involved at the facilities.

• Air handling units

• Package AC units

• Heat pumps

• Split systems

• Unit heaters

• Exhaust fans

• Makeup air units

• Chilled and hot water pumps

• Heat exchangers

• Chillers

• Geothermal systems

• Boilers be at least $5,000 in value, with at least one project involving emergency repair work. Details for example projects provided on bid form shall include: Owner Name, Facility Name, contact person name with email/phone number, project description, project value, and date completed.

b. Contractor Certifications: Contractor shall possess certifications and licenses appropriate for the industry.

c. Qualifications of Key Personnel such as:

• Project Manager

D. Plumbing Services

The services are to be provided on an as-needed and requested basis. They include, but are not limited to: perform preventive maintenance, repairs, troubleshooting, upgrades and replacement, and new installation of all manner of plumbing systems that include but are not limited to:

• Backflow preventers

• Hydrants

• Reclaim water system

• Plumbing fixtures

• Domestic potable water heaters

• Boilers

• Piping be at least $5,000 in value, with at least one project involving emergency repair work. Details for example projects provided on bid form shall include: Owner Name, Facility Name, contact person name with email/phone number, project description, project value, and date completed.

b. Contractor Certifications: Contractor shall possess certifications and licenses appropriate for the industry.

c. Qualifications of Key Personnel such as:

• Project Manager

E. Fencing Services include, but are not limited to: perform preventive maintenance, repairs, troubleshooting, upgrades and replacement, and new installation of:

• Gates and gate operators

• Perimeter fencing

• Gate systems

• Loop systems

• Safety devices be at least $5,000 in value, with at least one project involving emergency repair work. Details for example projects provided on bid form shall include: Owner Name, Facility Name, contact person name with email/phone number, project description, project value, and date completed.

b. Contractor Certifications: Contractor shall possess certifications and licenses appropriate for the industry.

c. Qualifications of Key Personnel such as:

• Project Manager

F. Overhead Door Services include, but are not limited to performing preventive maintenance, repairs, troubleshooting, upgrades and replacement, and new installation of mechanical equipment related to:

• Overhead doors be at least $2,000 in value, with at least one project involving emergency repair work. Details for example projects provided on bid form shall include: Owner Name, Facility Name, contact person name with email/phone number, project description, project value, and date completed.

b. Contractor Certifications: Contractor shall possess certifications and licenses appropriate for the industry.

c. Qualifications of Key Personnel such as:

• Project Manager

50. Compensation Amount and Schedule. The compensation amounts and schedule will be determined based on the negotiated Service Order in accordance with the executed on-call governing contract.

Each Service Order will be executed as project needs arise in an amount not to exceed the following for each trade:

Trade Amount Per Service Order Mechanical $250,000 Electrical $250,000

HVAC $250,000

Plumbing $250,000 Fencing $250,000

Overhead Door $250,000

Project costs for each Service Order will be determined from a time and material basis using the costs that are imputed into Exhibit B - Pricing Proposal Forms.

The schedule for each Service Order will be determined by the project manager on a case-by-case basis depending on the nature of the work.

60. Definitions in this RFP: City, RFP, Proposal, Candidate, Contractor, Should. Unless the context indicates otherwise – (a) The expressions “RFP,” “this RFP,” and “the RFP” refer to this document as it may be amended or updated. (b) “City” and “city” mean the City of Durham. (c) The “proposal” or "Bid" is the response of a person, firm, or corporation proposing to provide the services sought by this RFP. (d) The word “Candidate” or “candidate” is the person, firm, or corporation that submits a proposal or that is considering submitting a proposal. (e) The word “Contractor” or “contractor” is the person, firm, or corporation with which the City enters into a contract to provide the services sought by this RFP. That is, “contractor” generally refers to a successful candidate that has obtained a fully executed contract with the City, while “candidate” is generally reserved to the stage before a contract has been signed. (f) The word “should” is used to tell candidates what the City thinks it wants and/or what the project manager thinks is best. Candidates that want to increase the likelihood of being selected will, in general, do what the RFP says candidates “should” do, but failure to comply with all “shoulds” will not necessarily and automatically result in rejection.

70. Contract. The City anticipates that at the conclusion of the RFP process there will be a contract between the City and the successful candidate under which the successful candidate will provide the goods and services generally described in this RFP. It is the City’s intention to use the contract that is attached as Exhibit A - Contract Template, modified and filled in to reflect the RFP and the proposal. A candidate’s response to the RFP creates an assumption that the candidate accepts all standard City contract terms and conditions.

80. Trade Secrets and Confidentiality. As a general rule, all submissions to the City are available to any member of the public. However, if materials qualify as provided in this section, the City will take reasonable steps to keep trade secrets confidential.

Definitions.

In this section (Trade Secrets and Confidentiality) –

The term “candidate” includes the candidate as contractor (that is, after it is a party to a contract with the City).

The term “trade secret” means business or technical information, including but not limited to a formula, pattern, program, device, compilation of information, method, technique, or process that:

a. Derives independent actual or potential commercial value from not being generally known or readily ascertainable through independent development or reverse engineering by persons who can obtain economic value from its disclosure or use; and

b. Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.

The existence of a trade secret shall not be negated merely because the information comprising the trade secret has also been developed, used, or owned independently by more than one person, or licensed to other persons.

The term “record” means all documents, papers, letters, maps, books, photographs, films, sound recordings, magnetic or other tapes, electronic data-processing records, artifacts, or other documentary material, regardless of physical form or characteristics, received by the City of Durham in connection with the candidate’s proposal.

(a) Designation of Confidential Records. To the extent that the candidate wishes to maintain the confidentiality of trade secrets contained in materials provided to the City, the candidate shall prominently designate the material with the words “trade secrets” at the time of its initial disclosure to the City. The candidate shall not designate any material provided to the City as trade secrets unless the candidate has a reasonable and good-faith belief that the material contains a trade secret. When requested by the City, the candidate shall promptly disclose to the City the candidate’s reasoning for designating material as trade secrets; the candidate may need to label parts of that reasoning as trade secrets. In providing materials to the City, the candidate shall make reasonable efforts to separate those designated as trade secrets from those not so designated, both to facilitate the City’s use of the materials and to minimize the opportunity for accidental disclosure. For instance, if only a sentence or paragraph on a page is a trade secret, the page must be marked clearly to communicate that distinction. To avoid mistake or confusion, it is generally best to have only trade secret information on a page and nothing else on that page.

To the extent authorized by applicable state and federal law, the City shall maintain the confidentiality of records designated “trade secrets” in accordance with this section. Whenever the candidate ceases to have a good-faith belief that a particular record contains a trade secret, it shall promptly notify the City.

(b) Request by Public for Access to Record. When any person requests the City to provide access to a record designated as a trade secret in accordance with subsection (a) above, the City may

(1) decline the request for access,

(2) notify the candidate of the request and that the City has provided, or intends to provide, the person access to the record because applicable law requires that the access be granted, or

(3) notify the candidate of the request and that the City intends to decline the request. Before declining the request, the City may require the candidate to give further assurances so that the City can be certain that the candidate will comply with subsection (c) below.

(c) Defense of City. If the City declines the request for access to a record designated as trade secrets in accordance with subsection (a), then, in consideration of the promises in (b) above and for considering the candidate’s proposal, the candidate agrees that it shall defend, indemnify, and save harmless Indemnitees from and against all Charges that arise in any manner from, in connection with, or out of the City’s non-disclosure of the records. In providing that defense, the candidate shall at its sole expense defend Indemnitees with legal counsel. The legal counsel shall be limited to attorneys reasonably acceptable to the City Attorney.

Definitions. As used in this subsection (c), “Charges" means claims, judgments, costs, damages, losses, demands, liabilities, fines, penalties, settlements, expenses, attorneys’ fees, and interest. Indemnitees" means the City, and officers, officials, independent contractors, agents, and employees, of the City.

“Indemnitees” does not include the candidate. The City may require the candidate to provide proof of the candidate’s ability to pay the amounts that may reasonably be expected to become monetary obligations of the candidate pursuant to this section. If the candidate fails to provide that proof in a timely manner, the City shall not be required to keep confidential the records whose non-disclosure gives rise to the potential monetary obligation. Nothing in this agreement shall require the City to require any person (including the City itself) to be placed in substantial risk of imprisonment, of being found by a court to be in contempt, or of being in violation of a court order. This subsection (c) is separate from and is to be construed separately from any other indemnification and warranty provisions in the contract between the City and the candidate.

85. Reserved.

90. Reserved.

100. Insurance. The Contractor agrees to maintain on a primary basis, at its sole expense, and at all times during the life of this contract the following applicable coverages and limits.

The requirements contained herein, as well as the City’s review or acceptance of insurance maintained by the Contractor, is not intended to, and shall not in any manner, limit or qualify the liabilities or obligations assumed by the Contractor under this contract.

Commercial General Liability – Combined single limit of no less than $1,000,000 each occurrence and $2,000,000 aggregate. Coverage shall not contain any endorsement excluding or limiting Product/Completed Operations, Contractual Liability, Cross Liability, or Personal and Advertising Injury Liability.

Automobile Liability – Limits of no less than $1,000,000 Combined Single Limit. Coverage shall include liability for Owned, Non-Owned, and Hired automobiles. In the event the Contractor does not own automobiles, the Contractor agrees to maintain coverage for Hired and Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or by separate Auto Liability policy. Automobile coverage is necessary only if vehicles are used in the provision of services under this contract or are brought on a City site.

Umbrella or Excess Liability – The Contractor may satisfy the minimum liability limits required above under an Umbrella or Excess Liability policy. There is no minimum Per Occurrence limit of liability under the Umbrella or Excess Liability. However, the Annual Aggregate limits shall not be less than the highest “Each Occurrence” limit for required policies. The Contractor agrees to endorse the City as an “Additional Insured” on the Umbrella or Excess Liability unless the certificate of insurance states the Umbrella or Excess Liability provides coverage on a “Follow-Form” basis.

Workers’ Compensation & Employers Liability – The Contractor agrees to maintain Worker’s Compensation Insurance in accordance with Chapter 97 of the North Carolina General Statutes and with Employer Liability limits of no less than $1,000,000 for each accident, each employee, and policy limit. This policy must include a waiver of subrogation.

Additional Insured – The Contractor agrees to endorse the City as an Additional Insured on the Commercial General Liability. The Additional Insured shall read “City of Durham as its interest may appear”.

Certificate of Insurance – The Contractor agrees to provide the City a certificate of insurance evidencing that all coverage, limits, and endorsements required herein are maintained and in full force and effect, and certificates of insurance shall provide a minimum thirty (30) day endeavor to notify, when available, by the Contractor’s insurer. If the Contractor receives a non-renewal or cancellation notice from an insurance carrier affording coverage required herein or receives notice that coverage no longer complies with the insurance requirements herein, the Contractor agrees to notify the City within five (5)

Business Days with a copy of the non-renewal or the cancellation notice or with written specifics as to which coverage is no longer in compliance. The Certificate Holder address should appear as follows:

City of Durham Attn: Department of Water Management

101 City Hall Plaza Durham, NC 27701

All primary insurance carriers must be authorized to do business in North Carolina. As used in this contract, “Business Day” is defined as any day other than Saturdays, Sundays, and any legal holiday recognized by the City pursuant to City Code Section 42-16, as amended.

110. Discretion of the City.

A. The City of Durham reserves the right to (i) reject any, any part of, or all proposals, or (ii) accept that proposal which the City deems to be in its best interest, whether or not it is the lowest dollar proposal.

B. NOTWITHSTANDING anything to the contrary in this document or in any addendums to this document, unless the contrary provision refers specifically to this provision, the City reserves the right (i) to negotiate changes of any nature with any candidate with respect to any term, condition, or provision in this document and/or in any proposals, whether or not something is stated to be mandatory and whether or not it is said that a proposal will be rejected if certain information or documentation is not submitted with it, and (ii) to enter into an agreement for some or all of the work with one or more persons, firms, or corporations that do not submit proposals. For example, all deadlines are for the administrative convenience or needs of the City and may be waived by the City in its discretion. This subparagraph B applies to the entire RFP, including the UBE portions.

C. Where the City asks or tells candidates to do stated things, such as that a proposal should follow a stated format or that the candidate should do stated things in seeking the contract, the City may reject a proposal because it does not comply with those requests, so the candidate is adding to its risk of rejection by non-compliance. Still, the City may, in its discretion, waive non-compliance. This subsection (C) does not limit subsections (A) and (B).

D. Of course, once a contract is signed, the parties to the contract may enforce the contract according to its terms as allowed by applicable law.

SCHEDULE

120. Schedule. The City expects the contract to be executed using the following timeline, Virtual Pre-submittal Conference: April 30th, 2026, at 11:00 AM Questions Due Date: May 8th, 2026, by 3:00 PM Proposal Due Date: May 15th, 2026, by 3:00 PM Proposal Evaluation: May 2026

130. Keeping Proposals Open. All proposals will remain open and valid for the City to accept for a period of 120 days after the deadline for submission of proposals. The Project Manager may release candidates from this obligation by a written letter that specifically refers to this paragraph if he or she determines that the candidate and/or the proposal will not meet the City’s needs

140. Deadline to Submit Proposals. Candidates should see that their proposals are received at the following email address in PDF format. File transfer links are acceptable if necessary. Notification of Receipt will be given.

Ben Mason Ben.Mason@durhamnc.gov

By the following date and time

May 15th, 2026 at 3:00 PM

GETTING MORE INFORMATION ON THE PROJECT AND RFP PROCESS

150. Questions. Questions about the RFP and the RFP process should be submitted to the project manager identified at the beginning of this RFP. The question due date is May 8th, 2026, at 3:00 PM.

160. Pre-submittal conferences, meetings, and site visits. Contractors that are interested in submitting a proposal are strongly encouraged to attend a pre-submittal conference on April 30th, 2026 at 11:00 AM. Those interested in attending shall contact the project manager (Ben Mason) for a Microsoft TEAMS invitation to the meeting. Attendees should be familiar with this RFP. The meeting will include an overview of the project, review of RFP submittal, and Underutilized Business Enterprise (UBE) requirements.

170. Updates and revisions to RFP. If you have supplied the Project Manager with your preferred method of contact (email, fax, etc.), updates to this RFP (“addendums” or “addenda”) will be sent to you in that manner. This RFP and addendums are normally posted on the City’s website, on the Purchasing Division’s webpage. Check that webpage to see that you have received all addenda. Signed copies of the addenda should be included in the submittal of the RFP.

EVALUATION CRITERIA

180. Evaluation Criteria. If an award is made, it is expected that the City’s award will be to the candidates that agree to meet the needs of the City. A number of relevant matters will be considered, including qualifications and cost.

190. Team Qualifications - 30 points Scoring will be based on the proposed team members’ presented credentials and experience on similar scopes of work.

200. Project Experience and References - 30 points Scoring will be based on the company’s experience on projects similar in size and scope.

210. Team Location/Availability - 20 points Scoring will be based on proximity of proposed team members to Durham, demonstrated availability to perform the work, and the standard and emergency response times presented in Exhibit C.

220. Cost - 20 points

Scoring will be based on labor rates, owned equipment rates, material costs and potential subcontractor costs.

230. Reserved.

240. Reserved.

250. Reserved.

CONTENTS OF PROPOSAL

260. Contents of Proposal. The submitted proposal shall not exceed twenty pages in length (11-point Arial font minimum) excluding cover, cover letter, UBE/Diversity Forms, title sheets, dividers, etc. All pages in the proposal must be 8-1/2” by 11” with the exception of one page that can be no larger than 11” by 17” for maps/plans only printed single sided.

The proposal should include sections, numbered as follows:

1. Contact Information. Include the candidate’s name and address, and the contact information (name, mailing address, email address, fax number, and telephone number) of the person whom the City should contact regarding the proposal.

2. Legal Status of the Candidate and Signers. State the full, exact name of the candidate. State whether the candidate is an individual, corporation, limited partnership, general partnership, limited liability company, professional corporation, professional association, etc. If it is anything other than an individual or a general partnership, specify the State under which the entity is organized. If the State under which the entity is organized is not North Carolina, specify whether the candidate has received a certificate of authority from the N. C. Secretary of State to transact business in North Carolina. State whether the entity is in existence at the time the proposal is submitted, and if not, whether and when the candidate intends to officially form the entity. State the names and titles of the individuals who will sign the contract with the City.

3. Team Qualifications. For each proposal, the contractor should clearly state in their cover letter (see section 270 (Cover Letter)) what trades they are offering as part of their proposal. The candidates should also provide current licenses for the trades they provide, as required by section 40 (Scope of Work and Qualifications). The City may reject proposals from any candidate that does not hold licenses required by N.C.

laws to perform the contemplated work.

4. Project Experiences and References. It is expected that the candidate that will be awarded a contract will have experience of at least 5 years, and a history of performing at least 5 projects ranging from $2,000-$50,000 (see section 40 (Scope of Work and Qualifications) for qualifications for each trade) for the trades they are offering. Each proposal should include a detail of these projects and their associated costs in writing, with further elaboration on general methods and procedures used for each assignment.

Proposals should also include references. These references should be from past clients of the candidate who have had relevant work performed by the candidate.

5. Team Location/ Availability. Each proposal should have the location of business for each candidate and their normal business hours.

6. Cost. Each proposal should have the unit costs for each of the items listed in Exhibit B, Pricing Proposal Form for the trades that the contractor is offering as part of their proposal. Proposals should state to what extent, if any, the work may be subcontracted. Pricing for subcontractors should be listed in Exhibit B, Pricing Proposal Form.

The total cost for each Service Order shall not exceed the values found in Section 50 (Compensation Amount and Schedule).

7. Methods and Procedures. Methods and procedures for performing the work required by the City will be delineated in each Service Order assigned by the City once a contract is in place but are not required as a part of this proposal. Methods and procedures for past projects that are pertinent to the contractor’s work history should be included as mentioned in Section 260.4 (Project Experience and References).

8. Assumptions regarding City of Durham Actions and Participation. If your proposal assumes that the City will take certain actions, provide facilities, or do anything else, you should state these assumptions explicitly.

9. UBE Participation/Equal Business Opportunity Program. It is the policy of the City to provide equal opportunities for City contracting for underutilized firms owned by minorities and women doing business in the City’s Contracting Marketplace. It is further the policy of the City to prohibit discrimination against any firm in pursuit of these opportunities, to conduct its contracting activities so as to prevent such discrimination, to correct present effects of past discrimination and to resolve complaints of discrimination. This policy applies to all City contracting, including procurement services.

In accordance with the Ordinance, all contractors are required to provide information requested in the “Equal Business Opportunity Program Procurement Forms” package included with this Request for Bids. Bids that do not contain the appropriate, completed forms will be deemed non-responsive and ineligible for consideration.

For procurement services with UBE goals, the “UBE Participation” and “Statement of Intent to Perform as Subcontractor are required of all bidders. “Request to Change UBE Participation After Bid Opening” and the “Questionnaire on Bidder’s Good Faith Efforts” documents are not required at this time. The MUBE goal is 0% and the WUBE goal is 0% on this bid.

The Department of Finance is responsible for the Equal Business Opportunity Program.

All questions about “Equal Business Opportunity Program Procurement Forms” should be referred to department staff at (919) 560-4180.

You can print out the UBE forms that are in the RFP and fill them in. Here’s another option: after you have read the UBE material in this RFP to learn which UBE forms to fill in, you may, if you like, go to the Contracts & Compliance Division's webpage to find versions that you can fill in online, print out, and submit.

10. Financial Condition, Insurance, Bonds, and Taxes. A proposal should include an acknowledgement of the insurance requirements that are listed in Section 100 (Insurance). It is expected that each candidate must fulfill the insurance requirements by the time a contract is executed. The City may reject any proposal that does not have this acknowledgement.

It is not anticipated that any bonding requirements will be made for Service Orders.

The City may reject proposals from candidates that are overdue on City property taxes.

11. Conflict of Interest. If the candidate has any grounds to believe there could be a conflict of interest, such as that a City employee who is involved in awarding the contract has a connection with the candidate, please explain.

12. Non-collusion. Sign the following and include it with your response:

NON-COLLUSION AFFIDAVIT

By executing this proposal, I certify that this proposal is submitted to the City of Durham competitively and without collusion. I am authorized to represent the candidate both in submitting this bid and in making this Non-collusion Affidavit. To the best of my knowledge and belief, (1) the candidate has not violated N. C. General Statute section 133-24 in connection with the proposal, (2) the candidate has not entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with its proposal, and (3) the candidate intends to do the work with its own bonafide employees or subcontractors and is not bidding for the benefit of another contractor. The neuter includes the masculine and the feminine. The candidate to which this Non-Collusion Affidavit refers is:

(insert name of candidate)

(signature of individual)

ACKNOWLEDGMENT

Type or print name of the individual who signed the affidavit:

Type or print the name of Notary Public signing this acknowledgment:

Place where acknowledgment occurred: County of __________________, State of________

Notary’s residence: County of __________________________, State of ___________

I, the Notary Public named above, certify (1) the individual named above personally appeared before me this day, (2) I have personal knowledge, or satisfactory evidence, of the individual’s identity; and (3) the individual acknowledged signing the foregoing affidavit.

This the ____ day of ____________, 20____. _________________________________

Notary Public My commission expires:

COVER LETTER WITH PROPOSAL

270. Cover letter. The proposal should contain a cover letter signed by a principal of the candidate. The cover letter should contain the following statement:

The undersigned, whose title and position with the candidate are stated next to or beneath his or her signature, has the authority to submit this proposal (including this cover letter) on behalf of the candidate in response to the City of Durham’s Request for Proposals.

Unless otherwise clearly stated in this response to the RFP, our proposal accepts the terms and conditions stated in the RFP, including the description of services to be performed and the provisions of the contract to be signed.

The cover letter should contain one of the following two paragraphs A or B. If (i) the cover letter lacks both paragraph A and paragraph B, or (ii) the cover letter contains paragraph A but fails to comply with the instructions in the section of the RFP titled “Trade Secrets and Confidentiality,” the City may treat everything it receives from the candidate as NOT trade secret or confidential, and the City may disclose to the public everything it receives from the candidate.

A. With respect to all trade secrets that the candidate may submit to the City in connection with this proposal or the contract, if the contract is awarded to the candidate, the candidate shall comply with the section of the RFP titled “Trade Secrets and Confidentiality,” including all of its subsections, including the subsection titled “Defense of City.” The candidate acknowledges that the City will rely on the preceding sentence.

-or- B. The candidate is not submitting any trade secrets to the City in connection with this proposal or the contract; if the contract is awarded to the candidate, the candidate will not submit any trade secrets to the City in connection with this proposal or the contract. The candidate acknowledges that the City will rely on the preceding sentence.

The cover letter should also include the following statement, This proposal is not an offer, and the candidate retains the right to decline to enter into a contract with the City for this project.

280. Addendums. The cover letter should list the last addendum that the City issues for this RFP, with a statement such as “The undersigned candidate has read all the addendums issued by the City for this RFP, through and including Addendum No. ____”. In that blank the candidate should list the number of the last addendum.

HOW TO SUBMIT A PROPOSAL

290. How to Submit a Proposal. Candidates should submit their proposals via email to the project manager.

Write the following as the subject of the email:

Proposal For On-Call Repair and Emergency Services for Department of Water Management

Plants and Facilities

Proposals are to be received no later than May 15th, 2026 at 3:00PM.

300. Format. Candidates shall submit, via email, one (1) digital copy of the signed proposal in PDF format to Ben.Mason@durhamnc.gov.

310. Reserved.

320. Candidate to Bear Expense; No Claims against City. No candidate will have any claims or rights against the City arising out of the participation by a candidate in the proposal process. No candidate will have any claims or rights against the City for the City’s failure to award a contract to it or for awarding a contract to another person, firm, or corporation, regardless of whether the other person, firm, or corporation participated in the RFP process or did not submit a proposal that complied with the RFP. A notice of award will not constitute acceptance by the City; the City’s only method of acceptance is the City’s execution of a formal contract in accordance with law.

330. State Treasurer’s lists regarding Iran and Boycott of Israel. If the value of the contract is $1,000 or more, the following applies unless the candidate otherwise states in its proposal: the candidate affirms (by submitting a proposal) that (1) its name does not appear on the list of companies that are engaged in a boycott of Israel developed by the N. C. State Treasurer under N.C.G.S. 147 86.81(a)(1) or on a list created by the Treasurer pursuant to N.C.G.S. 147 86.58 as a company engaging in investment activities in Iran, and (2) it has no reason to expect that its name will appear on either of those lists. Take notice that a contract between a company named on either list and the City may be void.

340. Notice Under the Americans with Disabilities Act. A person with a disability may receive an auxiliary aid or service to effectively participate in city government activities by contacting Durham One Call at 919-560-1200 or ADA@DurhamNC.gov, as soon as possible but no later than 48 hours before the event or deadline date.

Aviso en virtud de la Ley de Estadounidenses con Discapacidades -- Con el fin de recibir un recurso o servicio auxiliar para participar de manera efectiva en las actividades del gobierno de la ciudad, cualquier persona con una discapacidad puede comunicarse con la línea Durham One Call al teléfono 919-560-1200 o al correo ADA@DurhamNC.gov, tan pronto como sea posible, a más tardar 48 horas antes del evento o fecha límite.

350. Values of City of Durham regarding Treatment of Employees of Contractors

A. Statement of City EEO Policy. The City of Durham opposes discrimination in employment because of race, color, religion, sex, national origin, disability, familial status, military status, sexual orientation, gender identity, and protected hairstyle.

Consistent with Chapter 34 (Non-Discrimination) of the Durham City Code, the City requires that firms doing business with the City:

1. not discriminate against any employee or applicant for employment because of race, color, religion, national origin, sex, disability, familial status, military status, sexual orientation, gender identity, and protected hairstyle.

2. take affirmative action to insure that applicants are employed and that employees are treated equally during employment, without regard to race, color, religion, national origin, sex, disability, familial status, military status, sexual orientation, gender identity, and protected hairstyle. This action includes employment, upgrading, demotion, transfer, recruitment or advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship.

3. state, in solicitations or advertisement for employees, that all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, disability, familial status, military status, sexual orientation, gender identity, and protected hairstyle.

4. include this Statement of City EEO Policy in every purchase order for goods to be used in performing City contracts and in every subcontract related to City contracts.

B. Livable Wage. The City of Durham desires that firms doing business with the City pay their workers a livable wage rate while working on City contracts. The livable wage rate is $19.58 per hour after June 30, 2025 and $21.90 after June 30, 2026.

---- End of RFP ---

Exhibit A

Contract Template

STATE OF NORTH CAROLINA

COUNTY OF DURHAM

GOVERNING AGREEMENT BETWEEN THE CITY OF DURHAM AND [INSERT CONTRACTOR’S LEGAL NAME HERE]

FOR ON-CALL REPAIR AND EMERGENCY TRADE SERVICES

This contract (hereafter, “Governing Agreement”) is dated and entered into as of the _____ day of ___________________, 20_____, by the City of Durham (“the City”), a North Carolina municipal corporation, and _______________________________ [name of firm] (“the Contractor”), [Indicate type of entity, for instance:

a corporation organized and existing under the laws of [name of State];

a non-profit corporation organized and existing under the laws of [name State];

a limited liability company organized and existing under the laws of [name of State];

a professional corporation organized and existing under the laws of [name of State];

a professional association organized and existing under the laws of [name of State];

a limited partnership organized and existing under the laws of [name of State];

a sole proprietorship;

or a general partnership

If it’s a corporation, LLC, or limited partnership, use the above “organized and existing” language, and do not substitute information about the contractor’s principal office or place of business.].

Sec. 1. Background and Purpose. This Governing Agreement represents the base contract terms and conditions agreed to by the parties. The Contractor shall provide on-call repair and emergency services on an as-needed basis for certain designated facilities maintained and operated by the Department of Water Management of the City of Durham (“DWM”). These facilities include water treatment plants, wastewater treatment plants, high-hazard dams, raw-water pump stations, an administrative complex and compliance services building, lift stations, pump stations, water storage tanks and associated utilities and equipment. In response to the “Request for Proposals for On-Call Repair and Emergency Services for Department of Water Management Plants and Facilities, RFP-_____” dated April 2026 (hereinafter, “DWM RFP”), the Contractor has been qualified by the DWM to perform the following categories of work as defined and described in the RFP (hereinafter, collectively referred to as the “Contractor Approved Trades”):

[check which services Contractor is qualified to perform] ____ Mechanical Repair Services

____ Electrical Repair Services

____ HVAC Repair Services

____ Plumbing Services

____ Fencing Services

____ Overhead Door Services

Sec. 2. Service Orders. Presumption that Duty is Contractor’s.

(a) Execution of Service Order(s). The Contractor shall perform the work on an on-call basis pursuant to the terms of the Governing Agreement and executed Service Order(s). When work is required by DWM within the Contractor Approved Trades, DWM will solicit a Service Order from Contractor and/or other on-call contractors having the same Contractor Approved Trades, subject to any required competitive bidding procedures and DWM contractor selection policy. The Service Order shall be in writing and executed by duly authorized representatives of the parties. The Service Order shall be a will describe the work to be performed, including the scope of work, specifications, schedule for performance, terms of compensation, notice requirements, and any other special terms or conditions. The terms of the Service Order shall not conflict with the incorporated terms of this Governing Agreement, except where the Service Order expressly replaces a term of the Governing Agreement. If there is an ambiguity between this Governing Agreement and a Service Order, this Governing Agreement shall control.

(b) Definition of Work. Obligations of Contractor. In this contract, “Work” means the services that the Contractor is required to perform pursuant to executed Service Orders consistent with the terms of this Governing Agreement and all of Contractor’s duties to the City that arise out of this Governing Agreement.

Unless the context requires otherwise, if this Governing Agreement and associated Service Order(s) states that a task is to be performed or that a duty is owed, it shall be presumed that the task or duty is the obligation of the Contractor.