HVAC Preventive Maintenance, Inspections, and Repair Services RFP
| Location: | North Carolina |
|---|---|
| Posted: | Jun 25, 2026 |
| Due: | Jul 15, 2026 |
| Agency: | County of Carteret |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
HVAC Preventive Maintenance, Inspections, and Repair Services RFP
|
| Category: | General County Bids |
| Status: | Open |
|
Attachment Preview
RFP NO. 062526-HVACPM
Request for Proposal
Carteret County Government
Cooling Tower, Chillers, and Boilers
Preventive Maintenance, Inspections, and Repair Services
Issued: June 25, 2026
Submission Deadline: July 15, 2026 by 10:00 AM, EST.
RFP NO. 062526-HVACPM
CARTERET COUNTY GOVERNMENT
Phone: 252-648-7877
REQUEST FOR PROPOSAL
Date:
06/25/2026
To:
Interested Contractors
Project Name:
Cooling Tower, Chiller, and Boiler Preventive Maintenance, Inspections, and Repair Services
Scope of Work:
Carteret County Government is seeking competitive proposals from qualified and experienced contractors to provide preventive
maintenance, cleaning, inspection, testing, potential emergency repair, and life extension services for County-owned boilers,
chillers, cooling tower, associated pumps, and equipment located at the Courthouse and Jail Complex in Beaufort, NC 28516.
The County currently operates one (1) Cooling Tower, two (2) Air Cooled Chillers, two (2) electric Boilers, and two (2) LP Boilers
along with their respective pumps and VFDs. Exact site locations will be provided to interested contractors upon request by
emailing the County Point of Contact. The equipment identified in this RFP represent the County’s current inventory of
equipment covered under this RFP. The County reserves the right to add or remove equipment and related components during
the term of the contract. Any future equipment installed or acquired by the County may be incorporated into this contract through
a mutually agreed upon amendment and/or addendum, utilizing the pricing structure and service provisions established herein.
The HVAC equipment covered under this RFP include:
QTY System / Manufacturer
1 Evapco – Cooling Tower
1 Carrier - Air Cooled Chiller
1 Lattner – Electric Boiler
1 Precision – Electric Boiler
1 Daikin – Air Cooled Chiller
2 Weil McLain – Boilers
11
Various Pumps
Model No.
USS 19 -3I6
30RCB0726S326-702
S120LW
PCW2-180D-480-160
AGZ080EPMNN-ER00
80
Serial No.
20P104428
2925Q907051
58119
22711
STNU150600055
n/a
General Scope of Work
The contractor shall furnish all labor, supervision, tools, equipment, materials, transportation, and consumables necessary to
perform preventive maintenance inspections, testing, reporting, and repair services. Services shall include but are not limited to:
Quarterly Minor Inspections and Maintenance - Four (4) visits annually per piece of equipment. Each quarterly inspection
shall include, at a minimum:
RFP NO. 062526-HVACPM
Boilers
• Quarterly inspections
• Burner inspection and adjustment
• Combustion analysis
• Inspection of safety controls and devices
• Verification of operating pressures and
temperatures
• Cleaning of burners and combustion chambers
• Inspection of refractory and insulation
• Testing of low-water cutoffs and safety switches
• Inspection for leaks, corrosion, and scale buildup
• Annual boiler cleaning and tune-up
Chillers
• Refrigerant level and pressure checks
• Inspection of compressors and motors
• Oil analysis and replacement as recommended
• Cleaning of condenser and evaporator
coils/tubes
• Verification of controls and safeties
• Performance testing and efficiency review
• Leak detection
• Replacement of associated filters
Pumps
• Inspection of seals, bearings, couplings, and
mounts
• Lubrication as required
• Alignment verification
• Vibration monitoring
• Inspection for leaks and unusual noises
• Verification of operating pressures and flow rates
• Motor inspection and testing
• Inspect and clean VFDs
Cooling Tower
• Basin cleaning
• Fill media inspection and cleaning
• Nozzle inspection and cleaning
• Clean outlet strainers
• Drift eliminator inspection
• Fan and motor inspection
• Gearbox inspection and lubrication
• Water distribution system inspection
• Water treatment coordination (Chemical
treatment excluded)
Cleaning Services – The Contractor shall perform annual cleaning services including:
• Boiler cleaning and tune up– full service
• Cooling tower and component cleaning – full service
• Coil cleaning
• Mechanical room cleaning related to service equipment
• Debris removal resulting from cleaning
Inspections and Reporting – for each visit, the Contractor shall provide a written report detailing:
• Work performed
• Equipment condition
• Operational readings
• Deficiencies identified
• Recommended repairs
• Estimated remaining useful life of major components
• Energy efficiency recommendations
*These reports shall be submitted to the County POCs within three (3) business days following service.
RFP NO. 062526-HVACPM
Emergency Service – the Contractor shall provide emergency response services as follows:
• 24-hour emergency service availability
• Response within three (3) hours from critical failures
• Response within twenty-four (24) hours for non- critical issues
All repairs outside the preventive maintenance scope shall require County authorization before work proceeds, except in
emergency situations approved by the County representative.
Materials and Parts
• The Contractor shall furnish materials and replacement parts as required.
• Material pricing shall be billed at actual cost plus a markup not to exceed twenty-five percent (25%).
• Copies of supplier invoices may be requested by the County to verify true material cost.
Scheduling
Each maintenance visit shall be custom prepared to meet special County requirements and manufacturer guidelines.
Maintenance intervals will generally follow the schedule established within this RFP; however, exact service dates may be
adjusted based on seasonal conditions, manufacturer recommendations, and equipment operating hours.
Contractor Qualifications – Proposers shall provide:
• Company background and experience
• Relevant licenses and certifications
• Manufacturer certifications (if applicable)
• References for at least three similar contracts
• Safety program information
Proposal Requirements – Proposals shall include all required documentation within this RFP along with the following:
• Company qualifications
• Detailed maintenance approach
• Staffing plan
• Preventative maintenance schedule
• Sample inspection reports
• Emergency response procedures
• Annual pricing
• Standard Hourly labor rates
• Overtime Hourly labor rates
• Emergency Hourly labor rates
• Material markup percentage
• Optional services and pricing
Additional Provisions
• Any damages caused by the Contractor shall be repaired or replaced at the Contractor’s expense, subject to the
County’s discretion.
• The awarded Contractor shall execute a contract with the County and comply with all Terms and Conditions and the
Agreement for Services.
• The Contractor shall obtain the required permits, if required, give all notices to the County POC (including a copy of
any permits), and comply with all laws, ordinances, codes, rules and regulations bearing on the conduct of the work.
Permits shall be posted onsite at project location. No time extensions shall be granted or financial consideration given
to the Contractor for time or monies lost due to violations of any such ordinance, code, law or regulations that may
occur.
RFP NO. 062526-HVACPM
GENERAL CONDITIONS
GENERAL
a) It is understood and agreed that by submitting a bid that the Contractor has examined these contract documents,
drawings and specifications and has visited the site of the Work, and has satisfied himself relative to the Work to be
performed.
MATERIALS, EQUIPMENT AND EMPLOYEES
a) The Contractor shall, unless otherwise specified, supply and pay for all labor, transportation, materials, tools,
apparatus, lights, power, fuel, sanitary facilities and incidentals necessary for the completion of his work, and shall
install, maintain and remove all equipment of the construction, other utensils or things, and be responsible for the safe,
proper and lawful construction, maintenance and use of same, and shall construct in the best and most workmanlike
manner, a complete job and everything incidental thereto, as shown on the plans, stated in the specifications, or
reasonably implied there from, all in accordance with the contract documents.
b) All materials shall be new and of quality specified, except where reclaimed material is authorized herein and approved
for use. Workmanship shall at all times be of a grade accepted as the best practice of the particular trade involved,
and as stipulated in written standards of recognized organizations or institutes of the respective trades except as
exceeded or qualified by the specifications.
c) No changes shall be made in the Work except upon written approval and change order by Director, Carteret County
General Services.
d) Products are generally specified by ASTM or other reference standard and/or by manufacturer’s name and model
number or trade name. When specified only by reference standard, the Contractor may select any product meeting
this standard, by any manufacturer. When several products or manufacturers are specified as being equally
acceptable, the Contractor has the option of using any product and manufacturer combination listed.
e) However, the Contractor shall be aware that the cited examples are used only to denote the quality standard of product
desired and that they do not restrict bidders to a specific brand, make, manufacturer or specific name; that they are
used only to set forth and convey to bidders the general style, type, character and quality of product desired; and that
equivalent products will be acceptable. Substitution of materials, items or equipment of equal or equivalent design
shall be submitted to the architect or engineer for approval or disapproval; such approval or disapproval shall be made
by the architect or engineer prior to the opening of bids.
f) If at any time during the service and completion of the work covered by these contract documents, the conduct of any
worker of the various crafts be adjudged a nuisance to the Owner or if any worker be considered detrimental to the
work, the Contractor shall order such parties removed immediately from the site.
g) The Contractor shall designate a foreman/superintendent who shall direct the work.
CODES, PERMITS AND INSPECTIONS
a) The Contractor shall obtain the required permits, if required, give all notices, and comply with all federal, state, and
local laws, ordinances, codes, rules and regulations bearing on the conduct of the work under this contract. If the
Contractor observes that the drawings and specifications are at variance therewith, he shall promptly notify the
Designer in writing. If the Contractor performs any work knowing it to be contrary to such laws, ordinances, codes,
rules and regulations, and without such notice to the Owner, he shall bear all cost arising from non-compliance with
requirements.
b) All work under this contract shall comply with all local, state, and federal laws, ordinances, codes, rules and regulations
bearing on the conduct of work. All work shall conform to the current North Carolina Building Code and other state and
national codes as are applicable.
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