Athletic equipment assessment

Wake County Public School System is requesting proposals for a comprehensive athletic equipment assessment across all middle and high schools in the district, with proposals due September 10, 2026 at 2:00 PM ET via the electronic Vendor Portal and a public bid opening the same day at 2:00 PM ET via Microsoft Teams. Written questions are due September 1, 2026 at 2:00 PM ET.

The scope covers evaluation of current condition, functionality, safety, and compliance of athletic equipment at 25 high schools and 36 middle schools. Equipment categories include scoreboards, washers and dryers, ice machines, field maintenance equipment, track and field equipment, game equipment, sideline equipment, and sport-specific items such as wrestling mats. The selected vendor must deliver comprehensive written reports for each school, an inventory of assessed equipment, identification of items requiring immediate repair or removal, cost analysis with repair and replacement estimates, prioritized recommendations, and a district-wide summary with photographic documentation where applicable.

Vendors must submit separate pricing for middle school and high school assessments on a per-school basis. All travel expenses, mileage, and supply costs must be included in the bid price, which remains firm through the contract term. Vendors must be licensed and approved to do business in North Carolina and cannot appear on state or federal debarred vendor registries. Required submittals include the signed execution page, completed attachments, customer references with contact information, assessment methodology and approach, project timeline with key milestones, and cost proposal.

Insurance requirements are Commercial General Liability of $1,000,000 each occurrence, Commercial Automobile Liability of $1,000,000 per occurrence, and Workers Compensation at statutory limits. All employees, agents, and contractors must pass sexual offender registry checks prior to delivery or service on school property, with annual recertification required. The contract is an Agency Specific Term Contract with a 60-day offer validity period from proposal opening unless otherwise stated. WCPSS reserves the right to reject any proposal, conduct interviews with finalists, and is not obligated to award to the lowest bidder.