On-Call HVAC Preventive Maintenance 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: |
On-Call HVAC Preventive Maintenance and Repair Services RFP
|
| Category: | General County Bids |
| Status: | Open |
|
Attachment Preview
RFP NO. 062526-ON-Call-HVAC
Request for Proposal
Carteret County Government
On- Call HVAC Support
Preventive Maintenance, Inspections, Repair, and Emergency Services
Issued: June 25, 2026
Submission Deadline: July 15, 2026 by 10:00 AM, EST.
RFP NO. 062526-ON-Call-HVAC
CARTERET COUNTY GOVERNMENT
Phone: 252-648-7877
REQUEST FOR PROPOSAL
Date:
06/25/2026
To:
Interested Contractors
Project Name:
On- Call HVAC Preventive Maintenance, Inspections, Repair, and Emergency Services
Scope of Work:
Carteret County Government is seeking competitive proposals from qualified and experienced HVAC contractors to provide on-
call preventive maintenance, inspection, repair, troubleshooting, and potential emergency repair services for HVAC equipment
located at various County-owned facilities spanning from Cape Carteret to Cedar Point North Carolina.
Exact site locations along with associated HVAC units 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.
General Scope of Work
The selected HVAC contractor shall furnish all labor, supervision, tools, equipment, materials, transportation, and incidental
materials necessary.
Equipment Types - Services shall include but are not limited to:
• Mini-splits
• Split-system air conditioners (AHUs)
• Water-source heat pumps (WSHPs)
• Roof-top units (RTUs)
• All associated refrigerant piping and components.
General Services – Upon each service call, the selected contractor shall perform the following services:
• Thoroughly inspect and diagnose all issues
• Identify deficiencies and recommend repairs
• Submit maintenance reports after each visit. These reports shall be submitted to the County POCs within three (3)
business days following service.
• Provide recommendations for prolonging equipment life and improving performance
RFP NO. 062526-ON-Call-HVAC
Repair Services – the contractor shall provide on-call repair services including but not limited to:
• Troubleshooting
• Component replacement
• Refrigerant leak detection and repair
• Electrical repairs
• Motor and fan replacement
• Belt replacement
• Filter and insulation replacement
• Ductwork balancing and repairs
If materials exceed three-hundred dollars ($300.00) for a repair, said repair shall be authorized by the County POCs prior to
commencement, except when immediate action is required to prevent damage to equipment or facilities.
Emergency Response Services
The Contractor shall provide emergency HVAC repair services on a twenty-four (24) hour basis, seven (7) days per week.
Emergency calls shall receive a response within three (3) hours of notification. The Contractor shall maintain sufficient staffing
to support after-hours, weekend, and holiday service.
The selected Contractor shall provide a dedicated emergency contact phone number and email that can be reached twenty-
four-seven (24/7).
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.
Contractor Qualifications – Proposers shall provide:
• Hold all applicable state and local licenses.
• Maintain EPA certification for refrigerant handling.
• Have a minimum of five (5) years of commercial HVAC service experience.
• Maintain appropriate staffing and service vehicles.
• References for at least three similar facilities
• Safety program information
Proposal Requirements – Proposals shall include all required documentation within this RFP along with the following:
• Company qualifications
• Relevant experience
• Staffing and response plan
• Emergency response procedures
• Annual pricing
• Normal Hourly labor rates
• After-hours Hourly labor rates
• Parts markup percentage
• Optional services and pricing
RFP NO. 062526-ON-Call-HVAC
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.
Evaluation Criteria – Proposals will be evaluated based on:
• Overall cost -30% weight
• Qualifications and Experience – 20% weight
• Scope compliance and approach – 20% weight
• Past performance and references – 20% weight
• Response capability and staffing – 10% weight
RFP NO. 062526-ON-Call-HVAC
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 service, 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 construction 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.
c) The Contractor shall accompany a County designated representative(s) on inspections of the work as scheduled by
Carteret County Government. Carteret County Government reserves the right to make determination as to whether
service is being performed satisfactorily.
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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