Routine Generator Maintenance and Emergency Repair Services for Dept of Water Management Plants _ Facilities.pdf

REQUEST FOR PROPOSALS

FOR

ROUTINE GENERATOR MAINTENANCE AND EMERGENCY REPAIR

SERVICES FOR DEPARTMENT OF WATER MANAGEMENT PLANTS

AND FACILITIES

DEPARTMENT OF WATER MANAGEMENT

CITY OF DURHAM

NORTH CAROLINA

June 2026

COD DWM Routine Generator Maintenance and Emergency Repair 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

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 & Availability

220. Cost

230. Reserved

CONTENTS OF PROPOSAL

240. Contents of Proposal

240.1 Contact Information

240.2 Legal Status oof the Candidate and Signers

240.3 Team Qualifications

240.4 Project Experience and References

240.5 Team Location & Availability

240.6 Cost

240.7 Methods and Procedures

240.8 Compensation

240.9 Assumptions Regarding City of Durham Actions and Participation

240.10 UBE Participation

240.11 Small Local Business Enterprises (SLBEs)

240.12 Financial Condition, Insurance, Bonds, and Taxes

240.13 Conflict of Interest

240.14 Non-collusion

COVER LETTER WITH PROPOSAL

250. Cover letter

260. Addendums

HOW TO SUBMIT A PROPOSAL

270. How to submit a proposal

280. Format

290. Reserved

300. Candidate to Bear Expense; No Claims against City

320. State Treasurer’s list regarding Iran and Boycott of Israel

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

330. Values of City of Durham

EXHIBITS

Exhibit A – Contract Template Exhibit B – Pricing Proposal Forms Exhibit C – Generator Preventative Maintenance Checklist Exhibit D – Goods and Services Forms

Request for Proposal (RFP) for qualified firms to provide routine generator maintenance and emergency repair services for generators under the City of Durham’s Department of Water Management plants and facilities for a term of three years, with the option of two additional one-year extensions at the City’s discretion.

10. Date of RFP: The date of issuance is June 22, 2026.

20. Project Manager and Contact with City; Questions about this RFP. Direct questions and concerns to

Ben Mason

Engineer Utility Engineering

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:

Daniel Hamlin Engineering Manager

Utility Engineering Department of Water Management

1600 Mist Lake Drive Durham, NC 27704

Daniel.Hamlin@durhamnc.gov

DESCRIPTION OF PROJECT AND NATURE OF RFP

30. Project. The City of Durham’s Department of Water Management (DWM) owns and operates a number of facilities and sites for the purpose of water and wastewater treatment. In order to protect the health and safety of Durham residents, these sites must maintain operation to create and supply potable drinking water, and collect and treat wastewater for the City of Durham. To ensure that these sites maintain operational status during an event where electrical power cannot be supplied by the power grid, these facilities have back-up generators that to supply power.

This project involves furnishing of all materials, labor, equipment, tools, etc. unless otherwise specified, for routine and emergency maintenance for the emergency generators at each of the Department of Water Management (DWM) facilities, which include the following:

• Two Water Treatment Plants – Three (3) generators and One (1) diesel engine

• Two Water Supply Dams – Two (2) generators

• Two Booster Pump Stations - Two (2) generators

• One Elevated Water Storage Tank Site – One (1) Generator

• Two Water Reclamation Facilities - Eight (8) generators

• Sixty-three Lift Stations - Sixty-three (63) generators

• DWM Mist Lake Administrative Complex - One (1) generator

• DWM Compliance Services Building and Laboratory - One (1) generator

There is one (1) diesel engine and eighty-one (81) generators in total throughout DWM facilities that range from 10-2500 kilowatts in power rating. Of the eighty-one (81) generators, three (3) are natural gas, one (1) is liquefied petroleum gas (LPG), and the remainder are diesel. The contractor will be responsible for providing routine preventative and emergency maintenance services to ensure safe and reliable operations of the various generators. For emergency services, tasks will be requested on an as needed basis. For routine preventative maintenance, tasks will be done on a monthly, quarterly, semi-annual, annual, biannual or triannual basis to keep the generators in compliance with NFPA 110-Standard for Emergency and Standby Power Systems and DWM’s maintenance standards.

40. Scope of Work. The City is soliciting proposals from qualified firms to perform the following services for each generator component and its appurtenances. Each task will be signed off by the generator technician in the Exhibit C - Generator Preventative Maintenance Checklist. Candidates are also strongly encouraged to provide their own preventative maintenance schedule, which can substitute for DWM’s preventative maintenance checklist, so long as all the required tasks are embedded in the contractor’s checklist.

SCOPE OF WORK INCLUDES:

A. Monthly Requirements

a. Site Area

i. Visual check of the site exterior.

ii. Visual check of the site interior.

b. D.C Electrical System

i. Visual check of battery(ies).

ii. Check of battery terminal for corrosion.

iii. Check of battery electrolyte levels if applicable. Addition of electrolyte as required.

iv. Check of battery terminal-to-cell connection resistance. Rehabilitation of connections if required. Addition of anti-corrosion grease to terminals and connections if required.

v. Measurement and recording of individual battery cell and battery string float voltages.

vi. Replacement of defective batteries as needed.

vii. Inspection of all electrical wiring, components, relays, switches, cords, plugs for loose connections, scorched or frayed wires, and burnt contacts. Correction of deficiencies as needed.

viii. Check of electrical starter and alternator to ensure production of required voltage.

ix. Inspection of battery charger and its connections.

c. A.C. Electrical System

i. Testing of the operation of the control panel and switchgear.

ii. Inspection of the A.C. generator voltage regulator.

iii. Inspection of all electrical wiring, components, relays, switches, cords, plugs for loose connections, scorched or frayed wires, and burnt contacts. Correction of deficiencies as needed.

d. Control Panel

i. Visual inspection of the control panel. Verification that the system is in “Auto” mode during normal operation.

ii. Inspection of all electrical wiring, components, relays, switches, cords, plugs for loose connections, scorched or frayed wires, and burnt contacts. Correction of deficiencies as needed.

iii. Inspection of control panel interior. Cleaning of the inside of the control panel with vacuum or brush if necessary.

iv. Check of all indicating lamps, thermometers, gauges, etc. for proper operation.

e. Engine

i. Check of the oil level in the crankcase with dipstick. Addition of oil as necessary. Check of the crankcase heater to verify proper operation.

ii. Check of radiator coolant level.

iii. Check of the belts for tension and wear. Adjustment or replacement of the belts if required.

iv. Check of the electrical wiring connections and switches. Adjustment or tightening of connections as required.

v. Inspection of piping, hoses, fittings, valves, seals, flanges, connectors, tubing and packing for damage or leaks. Repair of minor leaks as required.

f. Generator

i. Inspection of all electrical wiring, components, relays, switches, cords, plugs for loose connections, scorched or frayed wires, and burnt contacts. Correction of deficiencies as needed.

ii. Inspection of all equipment structural components. Tightening or replacement of loose, missing, or damaged nuts, bolts, and screws as needed.

iii. Check of proper alignment, clearances, and rotation of shaft and coupler. This includes removing and reinstalling the safety cover.

iv. Inspection of the transfer switch connections. Verification that there is no evidence of overheating and corrosion, dust or dirt, or deterioration of the contacts.

v. Performance of the transfer switch test.

vi. Performance of thirty (30) minute load test with minimum manufacturer recommended exhaust temperature and a minimum of thirty (30%) percent of the nameplate kilowatt rating load. Verification that the operating and exhaust temperature meet the minimum requirements.

vii. Cleaning of the exterior of the generator. Removal of any debris from the equipment.

Cleaning of the surrounding area.

g. Air Induction and Exhaust System

i. Visual check of the exhaust piping and air induction piping. Notation of any leaks that are present

ii. Check of the air cleaner units, oil bath, or dry type.

iii. Check of the air induction piping and connections.

iv. Inspection of the turbocharger/blower. Verification that “wet-stacking” has not occurred.

v. Check of the exhaust manifold, piping, and connections.

h. Power Unit

i. Inspection of structural components.

ii. Visual check of the couplings.

i. Lubrication System

i. Check of the engine oil level.

ii. Check of the crankcase pressure.

iii. Check of the crankcase breather. Replacement of crankcase breathers as needed.

iv. Check of the engine governor oil level and linkage.

v. Check of the fan drive bearings.

vi. Check of the generator bearings.

vii. Check of the engineer starter oil (for air types only).

viii. Check of the gauges and safety mechanisms such as guards.

ix. Check of the accessory drives (if applicable).

j. Fuel System

i. Visual inspection of the fuel system and its components. Verification that no leaks are present.

ii. Inspection of the fuel tank/day tank exterior for damage and/or corrosion.

iii. Inspection of emergency vents and verification that the vents can move freely and without obstruction.

iv. Inspection of the fuel tank/day tank fill level. Verification that it is three quarters (3/4) full.

v. Check of the gauges and safety mechanisms.

k. Cooling System

i. Visual inspection of the coolant lines including connections and hoses. Verification that no leaks are present.

ii. Check of the engine coolant level.

iii. Check of the radiator core/heat exchanger.

iv. Check of the water jacket if applicable.

B. Semi-Annual Requirements

a. Fuel System

i. Check of the fuel condensation level.

C. Annual Requirements

a. Generator

i. If the 30-min load test has been skipped for a month or longer, performance of a 1.5-hour generator load test per NFPA 110 8.4.2.4.

b. Power Unit

i. Inspection of clutch assembly. Verification that clutch engages or disengages smoothly.

ii. Performance of preventative maintenance on couplings.

c. Lubrication System

i. Performance of engine oil change with multi-grade oil that exceeds performance requirements of manufacturer recommendation.

ii. Collection of engine oil sample to send to certified laboratory for analysis.

d. Fuel System

i. Replacement of primary and secondary fuel filters.

ii. Check of fuel system components such as hoses and piping.

iii. Collection of fuel sample to send to certified laboratory for analysis.

e. Cooling System

i. Collection of coolant sample to send to certified laboratory analysis. Analysis shall include glycol concentration for freeze and boil protection, pH, conductivity, identification of source of metal corrosion, scaling and contaminants, and water hardness.

D. Biannual Requirements

i. For Level 1 emergency power supply, performance of test on generator and ATS system (within 36 months) per NFPA 110 8.4.9 at the required duration per NFPA 110 4.2.

b. Lubrication System

i. Perform engine oil filter change.

E. Triannual Requirements

a. Engine

i. Draining and replacement of the radiator coolant every three (3) years unless dictated by coolant analysis.

F. Emergency and Non-Routine Services

a. Emergency and Non-Routine services will be solicitated on an as-needed basis. The specific scope will be determined for each emergency service per task order. This could include but is not limited to:

i. Diagnosing the cause of a faulty generator

ii. Replacing faulty components such as batteries, fuel lines, radiators, bearings, etc.

iii. Performing reliability tests after repair or replacement is complete

iv. Providing temporary generator power during duration of work

b. The required response time for emergency services shall be no greater than two (2) hours.

QUALIFICATIONS INCLUDE:

A. Experience

a. Successful completion of Generator Maintenance for at least 5 contracts with over 20 generators of varying manufacturers and size (minimum of 480 volt 3-phase power and 30kW), and for which the applicant provided emergency repair services during the contract.

b. Include projects that are most similar in scope to this Routine Generator Maintenance and Emergency Repair Services project. Provide information on each project including the following:

i. Project Manager

ii. Project and Facility Name, Location, and Owner

iii. Number, Manufactures and Sizes (Voltage and kW) of generators maintained and serviced

iv. Contract Start and End Dates

v. Description of Contract. Include routine maintenance tasks performed, and examples of emergency repair services conducted

vi. ATS Preventative Maintenance Routine

B. Personnel Qualifications

a. The contractor shall designate a project manager, lead and back-up technicians with experience on projects of a similar size and scope. Applicant must dedicate the proposed personnel to the project and may not make changes without written approval from the City. Applicant should also designate other employees that will be providing technical assistance on the project.

b. The following qualifications will also be considered in this evaluation:

i. Applicants corporate organizational chart and number of employees

ii. Years of generator service experience of key personnel and their experience on similar projects. Expected experience is at least 5 years.

iii. Number of lead and back-up technicians, with a minimum requirement of one each.

iv. Electrical Generating Systems Association (EGSA) certification for key personnel.

v. Experience maintaining 10kW to 2500kW rated generators that utilize natural gas, diesel, and propane as fuel.

vi. Experience maintaining diesel engines.

C. Equipment

a. Contractor must have access and be able to provide all equipment, tools, and vehicles needed to maintain diesel, propane, and natural gas generator that have a power rating between 10kW to 2500kW. Must also have the tools and equipment to maintain diesel engines.

50. Compensation Amount and Schedule. The Contractor shall send invoices to the City on a monthly basis for the amounts to be paid pursuant to this contract. Each invoice shall document information as may be reasonably requested by the City to the reasonable satisfaction of the City. Within thirty (30) days after the City receives an invoice, the City shall send the Contractor a check in payment for all undisputed amounts contained in the invoice. The City shall not be obligated to pay the Contractor any payment, fees, expenses, or compensation other than those authorized by this section.

The total project cost of the contract will be determined by the costs provided in Exhibit B – Pricing Proposal Forms.

Each site will be visited on a monthly basis to perform the various maintenance tasks required. A proposed schedule for performing monthly maintenance at all sites shall be provided by the Contractor.

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, modified and filled in to reflect the RFP and the proposal. If a candidate objects to any of the contract provisions, it should state the objections in its proposal. An objection does not guarantee that the City will change its contract provisions. Failure to provide objections creates an assumption that the candidate accepts all standard City contract terms and conditions.

If federal assistance or funds are used in conjunction with the services provided by the candidate, clauses for contracts involving federal financial assistance shall be incorporated into contract. The Candidate is required to be familiar with these federal assistance clauses and to comply with them.

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 will follow the timeline for accepting and evaluation proposals below:

Pre-Submittal Conference: July 9th, 2026 at 11:00 AM Questions Due Date: July 17th, 2026 at 3:00 PM Proposal Due Date: July 24th, 2026 at 3:00 PM Proposal Evaluation: July and August 2026

This schedule is the City's best estimate of the schedule that will be followed. If a component of this schedule is delayed, the rest of the schedule will be shifted by the same number of days.

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:

Ben.Mason@durhamnc.gov By the following date and time:

July 24th, 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.

160. Pre-submittal conferences, meetings, and site visits. The City will conduct a virtual pre-submittal conference on July 9th, 2026 at 11:00 AM. Interested contractors are highly encouraged to attend. Attendees should already be familiar with this RFP. The meeting will include an overview of the project, review of submitting a proposal, review Underutilized Business Enterprise (UBE) requirements, and time for questions.

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.

EVALUATION CRITERIA

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

190. Team Qualifications — 25 points Scoring will be based on the proposed team members’ presented credentials and experience on similar scopes of work.

200. Project Experience and References — 25 points Scoring will be based on the company’s experience on projects of a similar size and scope.

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

220. Cost — 30 points Scoring will be based on labor rates, owned equipment rates, material costs and potential subcontractor costs.

230. Reserved mailto:Ben.Mason@durhamnc.gov

CONTENTS OF PROPOSAL

240. Contents of Proposal. The submitted proposal shall not exceed thirty pages in length (11-point Arial font minimum) excluding cover, cover letter, UBE/Diversity Forms, title sheets, dividers, pricing forms, 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 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. The contractor should clearly state their team qualifications as part of their proposal.

The City may reject proposals from any candidate that does not hold licenses required by N.C laws to perform the scope of work.

4. Project Experiences and References. State the names and qualifications of the individuals who will have responsibility for this project. It is expected that the candidate that will be awarded the contract will have experience of at least 5 years, and a history of performing at least 5 projects where a minimum of twenty (20) generators, ranging from 10 kilowatts to 2500 kilowatts in power rating, were serviced over the period of the contract and emergency services were rendered as part of the contract. Each proposal should include a detail of these contracts and associated costs, with further elaboration on general methods and procedures used for each assignment. Proposals should also include references. These references should be from past clients who have had relevant work performed by the candidate.

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

6. Cost. Each proposal should have the unit costs for each of the generators listed in Exhibit B. Candidates should also input their emergency service and non-routine maintenance hourly rates into this form. They also note their emergency and non-routine response time. Candidates should indicate to what extent, if any, the work may be subcontracted. Pricing for subcontractors should be included in Exhibit B.

7. Methods and Procedures. Methods and procedures for performing routine and emergency generator maintenance should be in conformance with NFPA 110 and EGSA standards. Methods and procedures for past routine generator contracts should be included as part of Section 250.4 (Contents of Proposal).

8. Compensation. See Section 250.6 (Cost) and Exhibit B.

9. 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.

10. UBE Participation 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.

11. Small Local Business Enterprises (SLBEs). The Small Local Business Enterprises Program is not applicable to this project.

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

13. 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.

14. 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

250. 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.

260. 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

270. How to submit a proposal. Candidates should email their proposals to the project manager at the address below:

Ben.Mason@durhamnc.gov

280. Format. Candidates should submit, by email, one (1) digital copy of the signed proposal in PDF format to Ben.Mason@durhamnc.gov. File transfer links shall be accepted if necessary.

290. Reserved.

300. 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.

310. 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.

320. 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.

330. 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

2026 Routine Generator Maintenance and Emergency Repair Services

STATE OF NORTH CAROLINA

COUNTY OF DURHAM

CONTRACT FOR ROUTINE GENERATOR MAINTENANCE AND EMERGENCY REPAIR SERVICES

This contract 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. The City of Durham’s Department of Water Management is in need of routine preventative and emergency maintenance services for its diesel engine and eighty-one generator housed at its various treatment plants, facilities, pump stations, water storage tanks, and lift stations. This service agreement will allow the City to fulfill the necessary maintenance requirements for their generators that is codified in the National Fire Protection Code 110.

Sec. 2. Services and Scope to be Performed. Presumption that Duty is Contractor’s. The Contractor shall perform the following scope of work on each emergency generator.

A. Monthly Requirements

a. Site Area

i. Visual check of the site exterior.

ii. Visual check of the site interior.

b. D.C Electrical System

i. Visual check of battery(ies).

ii. Check of battery terminal for corrosion.

iii. Check of battery electrolyte levels if applicable. Addition of electrolyte as required.

iv. Check of battery terminal-to-cell connection resistance. Rehabilitation of connections if required. Addition of anti-corrosion grease to terminals and connections if required.

v. Measurement and recording of individual battery cell and battery string float voltages.

vi. Replacement of defective batteries as needed.

vii. Inspection of all electrical wiring, components, relays, switches, cords, plugs for loose connections, scorched or frayed wires, and burnt contacts. Correction of deficiencies as needed.

viii. Check of electrical starter and alternator to ensure production of required voltage.

ix. Inspection of battery charger and its connections.

c. A.C. Electrical System

i. Testing of the operation of the control panel and switchgear.

ii. Inspection…