UNCW HVAC Services

The University of North Carolina at Wilmington's Housing and Residence Life department has issued a Request for Proposal for comprehensive HVAC maintenance, inspection, and repair services across designated residence halls. This procurement seeks a qualified contractor to provide residential and commercial HVAC system services, including routine preventative maintenance, emergency repairs, system inspections, and component replacements. Key deliverables include two annual preventative maintenance cycles (spring and fall), detailed service reports with photographic documentation, and a minimum one-year warranty on all workmanship and materials. The contractor must maintain 24/7 availability with a mandatory two-hour on-site response requirement for service requests and utilize the University's AiM work order system for job tracking and management. Evaluation criteria are weighted as follows: Cost (30%), Vendor Experience (30%), Technical Approach (30%), and Quality Assurance & Customer Service (10%). The critical deadlines are: written questions must be submitted by 12:00 pm ET on March 30, 2026; proposals are due by 2:00 pm ET on April 13, 2026; proposals will be publicly opened via Zoom at 3:00 pm ET on April 13, 2026; and the anticipated contract award date is May 1, 2026, which also serves as the contract effective date. The initial contract term is one year, with the State holding options to renew for two additional one-year terms at its sole discretion, with renewal intent notification required at least 30 days before contract expiration.

Contractors must be North Carolina registered vendors in good standing and hold a valid Commercial and Residential Refrigeration Contractor License throughout the entire contract period. Pricing shall be submitted on an hourly bill rate basis with separate rates established for Primary Service Technicians and Service Technicians, with distinct pricing for straight-time, overtime, and holiday work; all overtime must be pre-approved by the University. No specific set-aside designations for disadvantaged enterprises or other restricted categories have been identified in the procurement documents. No incumbent vendors or current contractors have been listed in the available materials. The procurement documents do not disclose specific award values or budget ranges, though the contract structure and scope suggest this is a significant service engagement for a major university housing operation. E-Procurement fees do not apply to this solicitation.