Repair of Cooling Tower _2 at County Detention Center.pdf

DURHAM COUNTY

NORTH CAROLINA

REQUEST FOR PROPOSALS

Repair/Rebuild of Cooling Tower #2 at Durham County Detention Center

RFP NO. 27-009

Proposals Due:

November 19, 2026

2:00 P.M., Eastern Time

Table of Contents

PROPOSAL SCHEDULE

REQUEST FOR PROPOSALS

LEGAL NOTICE

INSTRUCTIONS TO PROPOSERS

3. PROPOSAL DUE DATE:

4. COMMUNICATION WITH PROPOSERS:

5. LATE PROPOSALS:

6. VENDOR APPLICATION:

7. DISCREPANCIES AND OMISSIONS:

8. SECURITY OF NON-PUBLIC RECORDS:

9. E-VERIFY:

EQUAL EMPLOYMENT OPPORTUNITY

QUALIFICATIONS AND SUBMISSION REQUIREMENTS

Tab 1 – Signed Forms Tab 2 – Executive Summary Tab 3 – Corporate Overview Tab 4 – Approach Tab 5 – Organization and Staffing Tab 6 – Qualifications and Experience Tab 7 – Conflict of Interest

EVALUATION AND AWARD CRITERIA

SCOPE OF WORK

ATTACHMENTS AND AFFIDAVITS

PROPOSAL FORM

NO PROPOSAL REPLY FORM

ADDENDUM ACKNOWLEDGEMENT

NON-COLLUSION AFFIDAVIT

AFFIDAVIT OF COMPLIANCE

VENDOR APPLICATION & W-9

Repair/Rebuild of Cooling Tower #2 of Durham County Detention Center:

PROPOSAL SCHEDULE

(Note: The below dates are subject to change)

Advertisement Date

October 4, 2026

Mandatory Site Visit Date/Location

October 20, 2026

9:00 AM EST

Last Date for Questions

November 5, 2026

3:00 PM EST

Sealed Proposal Due Date

November 19, 2026

2:00 PM EST

REQUEST FOR PROPOSALS

Repair/Rebuild of Cooling Tower #2 of Durham County Detention Center

ISSUE DATE: Date: October 4, 2026

ISSUING DEPARTMENT: County of Durham Purchasing Division of Finance 201 East Main Street, 7th Floor, Room 703 Durham, NC 27701

Sealed Proposals will be received until 2:00 P.M., Eastern Time on November 19, 2026. The purpose and intent of the Request for Proposals (RFP) is to solicit proposals from qualified firms to provide a complete turnkey internal and mechanical repair/rebuild of Cooling Tower #2, a Baltimore Aircoil Company Series 3000, Model 3272C-2, cooling tower located at the Durham County Detention Center, 219 South Mangum Street, Durham, North Carolina 27701.

All inquiries concerning the Scope of Work, Proposal Submission Requirements or Procurement Procedures should be directed to:

Godfrey Herndon, Procurement Specialist

Purchasing Division Email: purchasinggroup@dconc.gov

Telephone: 919-560-0741

Sealed Proposals shall be mailed and/or hand delivered to the Issuing Department shown above, and the envelope shall bear the name and number of this Request for Proposals (RFP). It is the sole responsibility of the Proposer to ensure that his/her Proposal reaches the Purchasing Division by the designated date and hour indicated above.

In compliance with this Request for Proposals and to all the terms and conditions imposed herein, the undersigned offers and agrees to furnish the goods and services described in accordance with the attached signed proposal.

Firm Name: __________________________________ Date:

Address: ___________________ __________ By:

(Name Typed/Printed)

(Signature in Ink) Phone:

mailto:purchasinggroup@dconc.gov

LEGAL NOTICE

RFP No. 27-009

The County of Durham will receive sealed proposals for a qualified Contractor to establish a contract to provide a complete turnkey, internal and mechanical repair/rebuild of Cooling Tower #2, with the intent to restore the equipment to reliable operating condition and restore, to the greatest extent practicable, the original equipment's airflow, water distribution, heat-transfer capability, mechanical reliability, corrosion resistance, safe operation, and serviceability on November 19, 2026, at 2:00 P.M Eastern Time, in the Durham County Purchasing Division of Finance, 201 East Main Street, 7th Floor, Room 703, Durham, North Carolina 27701. No proposals will be accepted after the official time and date.

MANDATORY SITE VISIT:

A MANDATORY SITE VISIT will be held at 9:00 A.M. Eastern Time, on October 20, 2026, located at Durham County Detention Center, 219 South Mangum Street, Durham NC 27701. Assembly will be convened at the rear loading dock.

An electronic copy of this Request for Proposal (RFP) can be obtained by registering with Durham County’s eBid System located under Bid Opportunities https://dconc.gov/Finance/Purchasing/Bid- Opportunities.

The County reserves the right to accept or reject, in whole or in part, such proposals as appears in its judgment to be in the best interest of the County.

Publication Date: October 4, 2026 https://dconc.gov/Finance/Purchasing/Bid-Opportunities https://dconc.gov/Finance/Purchasing/Bid-Opportunities

INSTRUCTIONS TO PROPOSERS

1 In order for a proposal to be considered, it must be based on terms, conditions and Scope of Work contained herein and must be a complete response to this RFP. One (1) hard copy Original, and Three (3) hard copies of the Original shall be submitted to the Issuing Department. The original Proposal should be marked “Original”. The copies must consist of all documents that are included in the “Original” Proposal. No other distribution of the Proposal shall be made by the Proposer. Proposals shall be limited to thirty (30) double-sided or sixty (60) single-sided pages or less and must be signed by an authorized representative. Each Proposal should be bound in a single volume with all relevant documentation. The coversheet, the letter of introduction, section dividers, detailed résumés, forms and dividers are not included in this page limit. The County may elect to require oral presentations after receipt of the proposals.

2. MANDATORY SITE VISIT: Mandatory Site Visit will be held on October 20, 2026. For additional Mandatory Site Visit information contact:

Project Manager: Dwayne Cofield Telephone: 919-309-6480 Email: dcofield@dconc.gov

3. PROPOSAL DUE DATE: Sealed Proposals will be received until 2:00 P.M. Eastern Time, on

November 19, 2026. Proposals must be mailed, or hand delivered to:

Durham County Purchasing Division Attn: Godfrey Herndon, Procurement Specialist 201 East Main Street, 7th Floor, Room 703 Durham, NC 27701

Sealed proposals shall be duly marked and/or identified with Proposer name, address and RFP number. NOTE: The United States Postal Service does not deliver to the proposed address. Alternative means of delivery (UPS, FedEx, etc.) are strongly suggested.

4. COMMUNICATION WITH PROPOSERS: All communications between the Purchasing

Division and prospective Proposers shall be in writing. E-mailed questions will be accepted and can be sent to purchasinggroup@dconc.gov. Any inquiries, requests for interpretation, technical questions, clarification, or additional information shall be directed to Godfrey Herndon, Procurement Specialist at the email address above. All questions concerning this RFP shall reference the RFP number, section number and paragraph. Questions and responses affecting the Scope of Work will be provided to all Proposers by issuance of an Addendum. All questions mailto:purchasinggroup@dconc.gov shall be received by the Purchasing Division no later than 3:00 P.M., Eastern Time on November 5, 2026. NO EXCEPTIONS.

5. LATE PROPOSALS: Proposals received after the date and time specified will not be considered for award and will be returned to the Proposer unopened.

6. VENDOR APPLICATION: All Proposers shall complete and submit the Vendor Application along with the W-9 Form. This information will be used to create or update the County’s electronic vendor database upon award of contract.

7. DISCREPANCIES AND OMISSIONS: Should a Proposer find discrepancies in, or omissions from the documents, or should be in doubt as to their meaning, he/she should at once notify the County, and a written Addendum shall be issued. The County will not be responsible for any oral instructions. Acknowledgment of any Addendum received shall be noted on the Addendum Acknowledgement Form included in the Proposal. In closing of a contract, any Addendum issued shall become a part thereof.

8. SECURITY OF NON-PUBLIC RECORDS: Pursuant to N.C.G.S. § 132-1.7, entitled, “Sensitive Public Security Information”, public records, as defined in G.S. 132-1, shall not include information containing specific details of public security plans and arrangements or the detailed plans and drawings of public buildings and infrastructure facilities. Therefore, all information provided, received, gathered or obtained by BIDDER containing specific details of public security plans and arrangements or the detailed plans and drawings of public buildings and infrastructure facilities shall be held confidential and shall be used by the BIDDER only for the purpose of responding to this bid. All plans and drawings shall be returned to the County. Any breach of this paragraph by the BIDDER may result in BIDDER being barred from being awarded any contracts with the COUNTY.

9. E-VERIFY: As a condition of payment for services rendered under this agreement, CONTRACTOR shall comply with the requirements of Article 2 of Chapter 64 of the General Statutes. Further, if CONTRACTOR provides the services to the County utilizing a subcontractor, CONTRACTOR shall require the subcontractor to comply with the requirements of Article 2 of Chapter 64 of the General Statutes as well. CONTRACTOR shall verify, by affidavit, compliance of the terms of this section upon request by the COUNTY.

END OF INSTRUCTIONS TO PROPOSERS

EQUAL EMPLOYMENT OPPORTUNITY

During the performance of this contract, the contractor agrees as follows:

A. The contractor will not discriminate against any employee or applicant for employment because of race, handicap, age, color, religion, sex, or national origin. The contractor will take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to race, handicap, age, color, religion, sex or national origin. Such action shall include but not be limited to the following: employment, upgrading, demotion or transfer, recruitment or recruiting advertising, layoff or termination rates of pay or other forms of compensation, and selection for training including apprenticeship. The contractor agrees to post in conspicuous places available to employees and applicants for employment notices setting forth the provisions of the nondiscrimination clause.

B. The contractor will in all solicitations or advertisements for employees placed by or on behalf of the contractor state that all qualified applicants will receive consideration for employment without regard to race, handicap, age, color, religion, sex, or national origin.

C. The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding a notice to be provided advising the labor union or workers' representative of the contractor's commitments under the Equal Employment Opportunity section of this contract and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

D. In the event of the contractor's noncompliance with nondiscrimination clauses of this contract or with any such rules, regulations or orders, this contract may be canceled, terminated, or suspended in whole or in part and the contractor may be declared ineligible for further County contracts.

E. The contractor will include the provisions of this section in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Board of County Commissioners of the County of Durham, North Carolina so that such provisions will be binding such Subcontractor or Proposer.

QUALIFICATIONS AND SUBMISSION REQUIREMENTS

The Proposal must include all of the information set forth in this Section and other Sections of this RFP and should be organized and tabbed appropriately. Unnecessary elaborate brochures or other materials beyond those sufficient to present a complete and effective response to this solicitation are not desired and may be construed as an indication of the Proposer’s lack of cost consciousness.

Therefore, elaborate artwork, expensive paper and bindings, etc., are strongly discouraged.

One (1) Original hard copy, and Three (3) hard copies of the Original, shall be submitted to the Issuing Department.

Tab 1 – Signed Forms This Tab should include the following forms and information.

a. Signed Proposal Form

b. No Proposal Reply Form (if applicable)

c. Addendum Acknowledgement Form

d. Non-Collusion Affidavit Form (Must be Notarized)

e. Affidavit of Compliance (E-Verify) Form (Must be Notarized)

f. Vendor Application/W-9 Form

Tab 2 – Executive Summary This Tab should provide a brief summary of the Proposer’s understanding of the Scope of Work presented in this RFP and emphasize any unique aspects or strengths of the Proposal.

Tab 3 – Corporate Overview This Tab should present an overview of the Proposer’s organization and should include the firm’s name, address, phone and fax numbers, firm history, email address and phone number of the firm’s representative for the Proposal.

Tab 4 – Approach This Tab should present the Proposer’s approach to providing the services specified in this RFP. This Tab should describe the services to be provided, who will provide the services, how the services will be provided, etc. This Tab should include a description of activities, such as the project methodology and timeline for project completion, etc. The Proposer should also include in this Section its plan for managing the work requirements. Most of the proposed responses to the requirements found in Work Requirements should be included under this Tab.

Tab 5 – Organization and Staffing This Tab should present the Proposer’s proposed organization structure and staffing chart showing specific job classifications, number of employees and full-time equivalent employees by position and reporting relationships. Résumés for all managerial and key personnel should be provided in sufficient detail to be able to determine the nature and depth of each individual’s relevant experience.

This Tab should also identify any of the required services that the Proposer intends to subcontract, if any, providing for each (i) the reasons for subcontracting, (ii) the proposed subcontractor’s responsibilities, and (iii) information identifying proposed subcontractor’s name, location, relevant personnel and experience.

Tab 6 – Qualifications and Experience In this Tab, the Proposer should describe its track record in performing services comparable to those specified in this RFP and other information relevant to making a determination as to the ability of the Proposer to perform these services. This tab should also include a list of all similar work performed by your firm over the past five (5) years. This list should include the name of each client, a client contact and telephone number, the size and Scope of Work provided, effective dates of the contract(s) with this client, and the annual contract amount.

Tab 7 – Conflict of Interest In this Tab the Proposer should describe any involvement that your firm, its employees, or its owner(s) have that may constitute a conflict of interest.

EVALUATION AND AWARD CRITERIA

Based on the evaluation criteria outlined below, all Proposals will be evaluated and scored by the Evaluation Committee designated by the County of Durham. Written or oral discussions may be requested to resolve issues relating to individual proposals.

1. Evaluation Criteria:

Proposals will be evaluated using the following criteria:

Category Description Percentage

Qualifications and Experience

Comparable cooling-tower rebuild experience; qualifications of key personnel; and manufacturer training. 30

Technical Approach Understanding of the work; field verification; proposed materials; rebuild methods; corrosion treatment; quality control; startup, testing, and closeout.

Schedule, Outage, and Security Plan

Project schedule, long-lead planning, tower outage duration, Detention Center access and tool-control plan, and coordination with facility operations.

Cost Proposal Completeness and reasonableness of the lump-sum base bid, pricing breakdown, optional replacements, assumptions, and exclusions. 20

References Relevance and quality of at least three comparable project references. 10

Total Possible Percentage: 100%

2. Award of Contract

The County will award one contract to a single contractor deemed fully qualified and best suited on the basis of the evaluation factors included in this Request for Proposals. The awarded contractor shall be responsible for the complete turnkey rebuild. Price shall be considered but shall not be the sole determining factor. Once the proposals are ranked and the most qualified firm is determined, the County may conduct further negotiations, and/or request presentations from the firm to further assist in the clarification of information and selection process.

The County reserves the right to accept or reject, in whole or in part, proposals as appears in its judgment to be in the best interest of the County.

SCOPE OF WORK

This Scope of Work will become an integral part of the contract between the County of Durham and the Contractor. The Contractor hereby agrees to provide services and/or materials to the County pursuant to the provisions set forth below.

1.0 PURPOSE: Durham County is soliciting proposals from qualified cooling-tower contractors for a turnkey internal and mechanical rebuild of Cooling Tower Number 2, identified as Cell B, at the Durham County Detention Center. The project will replace the major mechanical and heat-transfer components specified below. This project is not replacement of the complete tower structure.

2.0 INVOICE PAYMENT: Invoices submitted will be paid net 30 days. Invoices shall be forwarded to the County’s Designated Representative for review and payment approval.

3.0 TERMS OF CONTRACT:

The contract will begin on the date of award or Notice to Proceed and continue through final acceptance and completion of all warranty follow-up obligations.

4.0 CANCELLATION OF CONTRACT: The County of Durham reserves the right to cancel and terminate any resulting contract(s), in part or in whole, without penalty, upon 30 days written notice to the Contractor. Any contract cancellation shall not relieve the Contractor(s) of the obligation to deliver and/or perform services on all outstanding orders issued prior to the effective date of cancellation.

5.0 COUNTY DESIGNATED REPRESENTATIVE:

Name: Dwayne Cofield Phone: 919-309-6480 Email: dcofield@dconc.gov

6.0 BACKGROUND:

The existing equipment is a Baltimore Aircoil Company Series 3000, Model 3272C-2 cooling tower that is approximately 13 years old and exhibits age-related wear. The County intends to repair/rebuild the tower as a proactive life-extension measure, reduce the risk of future component failures, and support reliable operation over the next 8 to 12 years. Actual service life will depend on the condition of the remaining structure, system operation, water treatment, and preventive maintenance; this objective is not a guaranteed remaining-service-life period.

7.0 WORK REQUIREMENTS:

7.1 Turnkey Responsibility

The Contractor shall provide one complete, operational, tested, adjusted, commissioned, and documented rebuild. The base bid shall include all labor, supervision, materials, freight, delivery, staging, rigging, hoisting, lifting equipment, temporary protection, demolition, disposal, installation, cleaning, inspections, testing, startup, follow-up, and warranty service reasonably required for the specified work. Any exclusion, assumption, or proposed County responsibility must be clearly identified in the proposal.

7.2 Component Standard

Replacement cooling-tower components shall be new and shall be BAC OEM, BAC-recommended, or documented by the manufacturer as approved and compatible with the existing BAC Series 3000, Model 3272C-2 cooling tower. Components shall meet or exceed the original equipment requirements. Used, rebuilt, and remanufactured components are not acceptable unless specifically authorized in writing by Durham County. Fill media, supports, coatings, fasteners, sealants, electrical materials, and similar items not supplied by BAC shall be suitable for the application and comply with applicable manufacturer requirements and codes.

7.3 Mandatory Field Verification

Each Proposer shall inspect Cooling Tower Number 2 and the work area during the mandatory site visit. Submission of a proposal acknowledges that the Proposer has included all visible and reasonably observable conditions affecting the work.

• Verify the tower model, serial number, configuration, dimensions, quantities, electrical characteristics, and affected VFD and BAS interfaces.

• Inspect fill, supports, drift eliminators, inlet louvers, distribution components, basins, fan and drive components, structural members, casing, access components, and the internal walkway.

• Verify crane and rigging access, staging, roof and site protection, delivery and debris-removal routes, security requirements, and outage limitations.

• Identify reasonably observable deficiencies and include required base-bid repairs or clearly priced optional replacements. Conditions exposed only after demolition shall follow the concealed-condition process in Section 7.8.

7.4 Preconstruction Submittals

• Project schedule, critical path, long-lead items, anticipated tower outage, and responsible project contact.

• Site-specific safety, lockout/tagout, fall-protection, rigging and lifting, Detention Center security, and tool-control plans.

• Verified model and serial number; product data and compatibility documentation for fill, supports, and replacement mechanical components.

• Corrosion-preparation and coating procedures, installation procedures, and startup and testing plan.

• Warranty information and a complete list of exclusions, assumptions, allowances, substitutions, and proposed County responsibilities.

7.5 Demolition Cleaning and Corrosion Treatment

• Remove and lawfully dispose of the existing deteriorated fill media, existing fill-support materials, and the mechanical components specified for replacement. Protect equipment and structure intended to remain.

• Clean accessible basin, framing, casing, fan-deck, water-distribution, mechanical-support, and internal areas affected by the rebuild. Remove debris, sediment, scale, biological growth, loose corrosion, failed coating, and deteriorated sealant using material-compatible methods.

• Mechanically prepare reasonably observable rusted or corroded interior areas and apply a coating system compatible with the tower materials and manufacturer requirements. Coating shall not conceal perforated, structurally failed, or severely deteriorated material.

7.6 Required Base Bid Replacements

• High-efficiency PVC fill media, XF 7500 or approved equivalent, specifically designed or documented as compatible with the existing BAC Series 3000, Model 3272C-2 cooling tower and its crossflow arrangement.

• Complete fiberglass fill-support system, including compatible clips, retainers, brackets, spacers, fasteners, and installation hardware.

• Fan shaft and bearing assemblies, including the hardware required for alignment and secure installation.

• Complete aluminum fan assembly, including all new fan blades, hub, bushings, and mounting hardware. Existing fan blades, hub, and bushings shall not be reused.

• Cooling-tower-duty fan motor matching the manufacturer-required horsepower, voltage, phase, speed, frame, enclosure, service factor, duty, and operating characteristics.

• Motor and fan sheaves with new bushings and associated installation hardware.

• Motor base with tension rod and adjustment assembly.

• Complete matched belt set suitable for the existing drive and operating conditions.

• Internal fan cylinder compatible with the replacement fan assembly and existing tower configuration.

• All rigging and hoisting required to remove and install the specified components.

7.7 Inspect Adjust and Repair as Required

The following components are not automatically required to be replaced solely because of this RFP.

The Contractor shall inspect them, document their condition, and include adjustment, minor repair, or a separately priced optional replacement when a deficiency is visible or reasonably identifiable during the site visit. Serviceable components compatible with the completed rebuild may remain in service.

• Drive and fan guards, vibration-switch mounting components, and related mechanical hardware not replaced under Section 7.6.

• Spray nozzles, strainers, internal PVC distribution or T-pipe assembly, distribution seals, and basin-cover gaskets.

• Drift eliminators, air-inlet louvers or inlet shields, perimeter seals, and splash-control components.

• Hot- and cold-water basins, drains, overflows, makeup-water valve, float or level controls, basin heater, low-water cutoff, and vibration switch.

• Casing panels, fan deck, structural and mechanical supports, partitions, seams, access doors, ladders, platforms, handrails, piping supports, internal walkway, and mounting hardware.

• Local disconnects, flexible conduit, junction boxes, grounding, motor wiring, control wiring, VFD interface, and affected BAS points.

7.8 Concealed Conditions

After demolition and cleaning, the Contractor shall inspect previously concealed areas before new fill or components are installed. Any material deterioration, structural damage, or additional repair not reasonably observable during the site visit shall be photographed and described in writing. The Contractor shall protect the condition and obtain written Durham County authorization before performing additional-cost work. No additional compensation will be allowed for work required by the base bid or reasonably observable conditions, except for optional replacements separately priced in the proposal and approved in writing by Durham County before the work is performed.

7.9 Security Safety and Biological Control

• The Detention Center is an occupied, continuously operating secure facility. Comply with County identification, escort, restricted-access, delivery, tool-control, daily tool-inventory, and secure-storage procedures.

• Provide lockout/tagout, fall protection, rigging and lifting controls, personal protective equipment, and safeguards required for the work.

• Coordinate with Durham County and its water-treatment provider before disturbing fill, scale, sediment, or biological material. Contain and lawfully dispose of wastewater, fill, chemicals, scrap, and debris.

• Maintain secure doors, gates, roof hatches, ladders, and access points, and prevent tools or debris from entering secure or occupied areas.

7.10 Outage and Facility Coordination

• Provide at least five business days' notice for planned shutdowns unless the County approves a different notice period.

• State the anticipated outage duration and critical-path work in the proposal and coordinate sequencing with County operations.

• Maintain available cooling capacity through remaining equipment to the extent permitted by the existing system and immediately report any condition that may extend the approved outage.

• Coordinate deliveries, cranes, lifts, roof access, staging, noise, and debris removal to minimize disruption to Detention Center operations.

7.11 Installation Startup and Acceptance

• Install replacement components in accordance with approved submittals, documented compatibility requirements, and current manufacturer instructions.

• Set and document fan-blade pitch and tip clearance, shaft and bearing alignment, sheave alignment, belt tension, bearing lubrication, fastener security, fan balance, and vibration condition applicable to the completed work.

• Fill and leak-test affected basin areas and disturbed joints. Operate condenser-water circulation and confirm uniform distribution over the fill without dry areas, excessive splash-out, or uncontrolled bypass.

• Verify motor voltage, phase, rotation, grounding, overload settings, and operating amperage.

Verify applicable VFD settings, vibration shutdown, affected safety alarms, and affected BAS command and status points.

• Operate the tower through its approved range and correct abnormal noise, rubbing, resonance, leakage, movement, or vibration attributable to the rebuild.

• Record entering and leaving water temperature, available ambient wet-bulb temperature, fan speed or VFD frequency, motor amperage, and vibration readings. A formal CTI thermal-performance test is excluded unless separately authorized.

• Return Cooling Tower Number 2 to normal automatic service and complete all punch-list corrections before final acceptance.

7.12 Follow Up Closeout and Warranty

• Return approximately 24 hours after normal operation is established to recheck belt tension, alignment, bearings, fasteners, vibration, amperage, water distribution, basin level, leakage, and splash-out.

• Return approximately 30 calendar days after final acceptance for a warranty inspection and correct rebuild-related deficiencies.

• Provide one electronic closeout package containing final product data, parts list, photographs, condition report, startup and test results, electrical and vibration readings, VFD and BAS verification, leak-test results, warranty documents, recommended preventive-maintenance schedule, and Contractor and manufacturer contacts.

• Provide a minimum one-year warranty from final acceptance covering labor, parts, installation, travel, adjustment, and correction of rebuild-related defects. Transfer any longer manufacturer warranty to Durham County.

7.13 Proposal and Pricing Requirements

Complete Attachment A—Proposal Form, including the base-bid breakdown and any optional replacement prices. Submit one lump-sum turnkey base bid. The pricing breakdown is for evaluation and change-control purposes and must equal the total base bid. Identify applicable taxes separately. Include inspections, adjustments, and minor repairs required under Section 7.7 in the base bid. Attach a list of included repairs and parts to your proposal. Price optional replacements separately under Optional Replacements—Additional Cost. Do not include any cost in both places.

These replacements require County approval. Conditions discovered only after demolition shall follow Section 7.8. The proposal shall also state project duration, anticipated tower outage, proposed schedule, long-lead items, warranty terms, three comparable-project references, and all exclusions and assumptions.

7.14 Permits Codes and General Responsibilities

• Obtain and pay for permits, licenses, inspections, and fees required for the Contractor's work unless specifically identified otherwise in the proposal and accepted by Durham County.

• Comply with applicable federal, state, and local laws, codes, ordinances, manufacturer requirements, and County safety and security procedures.

• Provide qualified supervision and personnel and coordinate all subcontractors. The Contractor remains responsible for the complete result.

• Protect the facility, roofing, piping, electrical systems, controls, adjacent equipment, occupants, and property from damage caused by the work. Repair damage caused by the Contractor at no additional cost to the County.

• Provide Safety Data Sheets for products used or stored onsite and maintain properly labeled containers.

7.15 References

• This RFP, the Scope of Work, and all issued addenda.

• The successful Contractor's proposal, pricing submission, and County contract.

• Current BAC installation, operation, and maintenance information applicable to the verified model and serial number.

• Applicable federal, state, and local codes, safety requirements, and permit requirements.

8.0 SCHEDULES/TIMELINES:

Regular working hours shall be Monday through Friday from 7:30 A.M. to 4:25 P.M., unless alternate hours are approved by Durham County. Complete the project within 365 calendar days after Notice to Proceed, including procurement, installation, startup, closeout, and required follow-up inspections.

All communications, submittals, reports, delivery notices, and access requests shall be directed to the County Designated Representative. The County or its designee will coordinate approved access to the property.

ATTACHMENTS AND AFFIDAVITS

Attachment A

PROPOSAL FORM

Repair/Rebuild of Cooling Tower #2 of Durham County Detention Center

RFP NO. 27-009

In accordance with the attached instructions, terms, conditions, and Scope of Work we submit the following proposal to the County of Durham.

BASE BID PRICING

Base Bid Component Amount

Mobilization, security, staging, protection, rigging, and hoisting $____________

Demolition, cleaning, disposal, corrosion preparation, and coating $____________

Fill media, fiberglass support system, and installation $____________

Mechanical drive rebuild - fan shaft, bearings, complete fan and blades, motor, sheaves and bushings, motor base and tension assembly, matched belts, and fan cylinder $____________

Inspection, adjustment, and minor repairs required under Section 7.7 (attach a list of included repairs and parts) $____________

Startup, testing, follow-up, closeout, and warranty $____________

Applicable taxes $____________

TOTAL LUMP-SUM TURNKEY BASE BID $____________

Provide the Total Proposed total lump-sum turnkey base Cost in writing, on the line below:

OPTIONAL REPLACEMENTS—ADDITIONAL COST

These replacements require County approval. Prices must include only costs not already covered in the base bid. For any other proposed optional replacements, attach a separate sheet listing each item, the proposed work, and its additional cost.

Optional Replacement Amount

Water distribution and access group - internal T-pipe, nozzles, strainers, internal walkway, and related supports as applicable $____________

Airside group - drift eliminators, inlet louvers or shields, perimeter seals, and splash-control components as applicable $____________

I certify that the contents of this proposal are known to no one outside the firm, and to the best of my knowledge all requirements have been complied with.

Date: __________________ Authorized Signature: ______________________________

Printed Name: __________________________ Title: __________________________

Firm Name: ______________________________________________________________

Attachment B

NO PROPOSAL REPLY FORM

TO: Durham County PROPOSAL #: 27-009 Purchasing Division 201 East Main Street, 7th Floor Durham, NC 27701 PROPOSAL TITLE: Repair/Rebuild of Cooling Tower #2 of Durham County Detention Center

To assist us in obtaining good competition on our Request for Proposals, we ask that each firm that has received an invitation, but does not wish to submit a proposal, state their reason(s) below and return to this office. This information will not preclude receipt of future invitations unless you request removal from the Bidders’ List by so indicating below, or do not return this form or bona fide proposal.

Unfortunately, we must offer a “No Proposal” at this time because:

____________ 1. We do not wish to participate in the proposal process.

____________ 2. We do not wish to submit a proposal under the terms and conditions of the Request for

Proposal document. Our objections are:

____________ 3. We do not feel we can be competitive.

____________ 4. We cannot submit a Proposal because of the marketing or franchising policies of the manufacturing company.

____________ 5. We do not wish to sell to Durham County. Our objections are:

____________ 6. We do not sell the items/services on which Proposals are requested.

____________ 7. Other: ______________________________________________________________

FIRM NAME DATE

SIGNATURE PHONE

____________ We wish to remain on the Bidders’ List.

____________ We wish to be deleted from the Bidders’ List.

Attachment C

ADDENDUM ACKNOWLEDGEMENT

RFP No. 27-009

Receipt of the following Addendum is acknowledged:

Addendum no.__________________ Date____________________

Signature: _______________________ Date: ____________________

Name of Firm

Attachment D (Required to be submitted with the bid)

NON-COLLUSION AFFIDAVIT

State of North Carolina County of Durham

, being first duly sworn, deposes and says that:

1. He/She is the of , the Proposer that has submitted the attached proposal;

2. He/She is fully informed respecting the preparation and contents of the attached Proposal and of all pertinent circumstances respecting such Proposal;

3. Such Proposal is genuine and is not a collusive or sham Proposal;

4. Neither the said Proposer nor any of its officers, partners, owners agents, representatives, employees or parties of interest, including this affidavit, has in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Proposer, firm or person to submit a collusive or sham Proposal in connection with the contract for which the attached Proposal has been submitted or to refrain from bidding in connection with such contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Proposer, firm or person to fix the price or prices in the attached Proposal or of any other Proposer, or to fix any overhead, profit or cost element of the Proposal price of any other Proposer or to secure through collusion, conspiracy, connivance or unlawful agreement any advantage against the County of Durham or any person interested in the proposed contract; and

5. The price or prices quoted in the attached Proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Proposer or any of its agents, representatives, owners, employees, or parties in interest, including this affidavit.

Signature of Proposer Date

State of ____________________________, County of ________________________________

Subscribed and sworn to before me this _____day of _________________20___

Notary Public__________________________________________________________________

My commission expires_______________________________________________________

SEAL

Attachment E (Required to be submitted with the bid)

AFFIDAVIT OF COMPLIANCE

STATE OF NORTH CAROLINA AFFIDAVIT OF COMPLIANCE

COUNTY OF DURHAM with N.C. E-Verify Statutes

I, _________________________________ (hereinafter the “Affiant”), being duly authorized by and on behalf of

____________________________________ (hereinafter "Contractor") after first being duly sworn hereby swears or affirms as follows:

1. Contractor understands that E-Verify is the federal E-Verify program operated by the United States Department of Homeland Security and other federal agencies, or any successor or equivalent program used to verify the work authorization of newly hired employees pursuant to federal law in accordance with Article 2 of Chapter 64 of the North Carolina General Statutes; and

2. Contractor understands that an “Employer”, as defined in NCGS§64-25(4), is required by law to use E-Verify to verify the work authorization of its employees through E-Verify in accordance with NCGS§64-26(a). The term “Employer” does not include State agencies, counties, municipalities, or other governmental bodies.

3. Contractor is a person, business entity, or other organization that transacts business in this State and that employs 25 or more employees in the state of North Carolina. (mark Yes or No)

a. YES _____

b. NO _____

4. Contractor will ensure compliance with E-Verify to the extent applicable and will ensure compliance by any subcontractors subsequently hired by Contractor to perform work under Contractor’s contract with Durham County.

This ______ day of _______________, 20__.

Signature of Affiant

Print or Type Name: ___________________________________________

State of ____________________________

County of __________________________

Signed and sworn to (or affirmed) before me, this the _____ day of ________________, 20____.

My Commission Expires:

Notary Public

(Affix Official/N otarial Seal)

Attachment F

VENDOR APPLICATION & W-9

Vendor Application and W9 Form | Durham County

(Ctrl+Click link above) https://dconc.gov/Finance1/Documents/Purchasing/DCo-Vendor-App--W-9-Fillable---ATTACH-TO-BID-PACKET-Updated-71025.pdf