Chilled Water System Maintenance

The University of North Carolina at Charlotte is seeking proposals for a comprehensive chilled water system maintenance contract covering five Regional Utility Plants (RUP) and five mini-RUPs. The solicitation requires a contractor to provide routine maintenance and emergency response services for chilled water, condenser water, and associated primary and secondary loop components. Vendor qualifications include demonstrated expertise with Trane and York water-cooled chiller maintenance, cooling tower and motor maintenance, and the ability to develop detailed preventative maintenance plans. The evaluation will utilize a weighted scoring system: 25% for vendor background and references, 50% for technical and functional approach, and 25% for financial proposal. Key dates include a non-mandatory pre-proposal site visit on August 14, 2025, at 10:30 AM, with proposals due on August 26, 2025, at 2:00 PM ET. The initial contract term is two years, with options to renew for up to three additional one-year terms, beginning on the date of final contract execution or October 1, 2025, whichever is later. Electronic submissions through the electronic Vendor Portal (eVP) are the only acceptable submission method.

The procurement does not explicitly specify set-aside designations, but includes a HUB (Historically Underutilized Business) participation form, suggesting potential opportunities for diverse vendors. The equipment inventory in Appendix 1 includes chillers, cooling towers, pumps, and motors from manufacturers such as Trane, York, Bell & Gossett, with installation dates ranging from 1992 to 2024, indicating a complex and mature infrastructure. Vendors must complete several attachments, including a financial proposal, customer references, and a certification of financial condition. While specific budget ranges are not detailed in the provided documentation, the comprehensive nature of the maintenance contract and the extensive equipment list suggest a significant potential contract value. The solicitation covers jurisdictions in Mecklenburg County and Cleveland Town, North Carolina, with a focus on maintaining critical utility infrastructure for the university. Potential bidders must demonstrate substantial technical expertise, financial stability, and the capability to provide comprehensive maintenance services for sophisticated cooling systems.