HVAC System Services

Charlotte Water, a department of the City of Charlotte in Mecklenburg County, North Carolina, is seeking multiple contracts for HVAC System Services through a competitive Request for Proposals (RFP) process. The procurement seeks comprehensive heating, ventilation, and air conditioning maintenance and repair services for various municipal facilities, including administration buildings, water and wastewater treatment plants, lift stations, and booster stations. Preventative maintenance will be conducted quarterly, with repairs performed on an as-needed basis. Vendors must provide detailed documentation of their safety protocols, insurance coverage, and professional capabilities, including submission of a Contractor Safety Assessment Form and References Form. The non-mandatory pre-proposal conference is scheduled for October 14, 2025, at 10:30 a.m., with proposals due on October 30, 2025, by 2:00 p.m. The city anticipates awarding the contract on December 8, 2025, with services commencing on February 1, 2026. Pricing will be structured with quarterly lump-sum rates for preventative maintenance and separate hourly rates for repairs and additional parts.

The procurement emphasizes the Charlotte Business Inclusion (CBI) Policy, which actively promotes participation of Minority-owned (MBE), Women-owned (WBE), and Small Business Enterprises (SBE). Vendors must complete an MWSBE Utilization Form documenting their efforts to include diverse businesses and potential subcontractor details. The initial contract term is three years, with options for two additional one-year renewals, and price increases are restricted during the initial term. Companies must demonstrate their ability to comply with non-discriminatory practices and provide documentation of their business classifications. While specific budget ranges are not explicitly stated, the contract allows for pricing adjustments during renewal terms if material cost increases can be justified. The city reserves the right to reject any proposals and make awards based on its best interests, with an emphasis on fostering an inclusive procurement environment that supports local and diverse business participation.