HVAC Maintenance & Repair

Memorandum from Purchasing Department
Instructions to Vendors
To: Prospective Bidders
Thank you for your interest in the Wake County Public School System (WCPSS). Please review the following instructions
prior to submitting your proposal.
* All submittals must be organized and indexed according to the order of the required subject matter. The
information contained in your submittal should be indexed and easily accessed by WCPSS. WCPSS is not
required to seek clarification on any proposal that does not meet these minimum requirements.
* Prior to submitting and executing the proposal, please make sure you read and understand the terms and
conditions referenced. All proposals are subject to the terms and conditions outlined herein. All responses will
be controlled by such terms and conditions and the submission of other terms and conditions, price lists,
catalogs, and/or other documents as part of an offeror's response will be waived and have no effect either on
this Request for Proposals or on any contract that may be awarded resulting from this solicitation. The
attachment of any other terms and conditions by the Offeror may be grounds for rejection of that proposal.
Offeror specifically agrees to the conditions set forth in the above paragraph by signature to the proposal.
* WCPSS will adhere to strict deadlines as indicated in the solicitation document and thus will not make
exceptions to these dates and times.
* Offerors are cautioned that this is a request for offers, not a request to contract, and WCPSS reserves the
unqualified right to reject any and all offers when such rejection is deemed to be in the best interest of WCPSS.
* In submitting a proposal, the Offeror agrees not to use the results therefrom as part of any news release or
commercial advertising.
* Submit one (1) signed, original response via electronic Vendor Portal (eVP) by the specified time
and date of opening. Vendor shall bear all risk for late electronic submission due to unintended or
unanticipated delay, including but not limited to internet issues, network issues, or local power
outages. Vendor must include all the pages of this solicitation in their response. Inability by WCPSS
to open the Vendor's files may result in the offer(s) being rejected as non-responsive.
* Questions or issues related to using the eVP Ariba Sourcing Tool can be directed to the North
Carolina eProcurement Help Desk at 888-211-7440, Option 2. Help Desk representatives are
available Monday through Friday from 7:30 AM EST to 5:00 PM EST.
* Offerors are cautioned that responses will be deemed nonresponsive if they do not include all required
information and submittals as requested.
* Offerors shall not be debarred from doing business with Wake County, North Carolina or the federal
government. Offeror shall disclose any debarment or UCC lien.
* The award and subsequent contract for these services is not subject to the use of federal funding and cannot
be used for purchases as such. In the event federal funding is required for this service at a later date, the district
will solicit new proposals with federal funding requirements and regulations and issue an award for those
services only.
* WCPSS publicly advertises proposal solicitations on the following sites: NC eVP), https://evp.nc.gov/, WCPSS
Purchasing http://www.wcpss.net/domain/101, and NC Historically Underutilized Businesses
https://ncadmin.nc.gov/businesses/historically-underutilized-businesses-hub/submit-bid-opportunities-hub. Please review
these sites for updates and amendments during the proposal time frame.
* In the event a prebid meeting is scheduled, offeror is urged and encouraged to attend. Site visits are scheduled
through appropriate WCPSS staff and cannot be scheduled individually.
* All communication shall be in written form (email) and directed to the buyer of record identified within this
document. Deviations from this may subject your response to disqualification.
* Prebid meetings if applicable will be held at 1551 Rock Quarry Rd., Bldg. F at the designated time.

Proposal Number: 251-27-156
Refer ALL Inquiries regarding this RFP to: Request for Proposal: 251-27-156
Clarence Rogers Proposals will be publicly opened: October 20, 2026, at
Email: bids-crogers7@wcpss.net 1:00 PM
Address: 1551 Rock Quarry Road - Bldg. F Commodity No. and Description: 721545 - HVAC
Raleigh, NC 27610 Maintenance and Repair Services
Using Agency Name: WAKE COUNTY PUBLIC SCHOOL SYSTEM
NOTICE TO VENDORS
Electronic proposals, subject to the conditions made a part hereof, will be received until 1:00 PM ET on the day of opening and then opened,
for proposal submittal process the commodity or service as described herein. Refer to proposal submittal below for information regarding
delivery. Proposals submitted via email or non-sealed in response to this invitation for proposals will not be acceptable. Proposals are subject
to rejection unless submitted on this form.
EXECUTION
In compliance with this request for proposals, and subject to all the conditions herein, the undersigned offers and agrees to furnish and deliver
any or all items or services upon which prices are proposed, within the time specified herein. By executing this proposal, I certify that this
proposal is submitted competitively and without collusion.
Failure to execute/sign proposal prior to submittal may render bid invalid. Late proposals are not acceptable.
Furthermore, by executing this proposal, the undersigned certifies to the best of Vendor's knowledge and belief, that:
It and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from
covered transactions by any Federal or State department or agency.
As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-Contractors for any Contract awarded as a result of this
RFP, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with
more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system.
By executing this proposal, Vendor certifies that it has read and agreed to the INSTRUCTION TO VENDORS and the GENERAL TERMS AND
CONDITIONS incorporated herein.
Failure to execute/sign proposal prior to submittal may render proposal invalid and it MAY BE REJECTED. Late proposals shall
not be accepted.
VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL FREE TEL. NO:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE:
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR:
VENDOR'S AUTHORIZED SIGNATURE*: DATE: EMAIL:
VALIDITY PERIOD
Offer shall be valid for at least sixty 60 days from date of bid opening, unless otherwise stated here: ______ days, or if extended by mutual
agreement of the parties in writing. Any withdrawal of this offer shall be made in writing, effective upon receipt by the agency issuing this RFP.
Ver: 07/2026

Proposal Number: 251-27-156
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................. 4
1.1 CONTRACT TERM ....................................................................................................................... 4
2.0 GENERAL INFORMATION ....................................................................................................... 4
2.1 REQUEST FOR PROPOSAL DOCUMENT ............................................................................. 4
2.2 RFP SCHEDULE ..................................................................................................................... 4
2.3 PRE-PROPOSAL CONFERENCE ........................................................................................... 5
2.4 PROPOSAL QUESTIONS ....................................................................................................... 5
2.5 PROPOSAL SUBMITTAL ....................................................................................................... 6
2.6 PROPOSAL CONTENTS/CHECKLIST ................................................................................... 6
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS ....................................... 7
3.1 METHOD OF AWARD ............................................................................................................. 7
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION......... 7
3.3 PROPOSAL EVALUATION PROCESS ................................................................................... 7
3.4 EVALUATION CRITERIA ........................................................................................................ 8
4.0 REQUIREMENTS ........................................................................................................................... 8
5.0 PRICING .................................................................................................................................. 8
6.0 REFERENCES ........................................................................................................................ 8
7.0 PERSONNEL ........................................................................................................................... 8
8.0 FINANCIAL STABILITY .......................................................................................................... 9
9.0 SUBCONTRACTORS .............................................................................................................. 9
10.0 SECRETARY OF STATE REGISTRATION ............................................................................. 9
12.0 SPECIFICATIONS AND SCOPE OF WORK ............................................................................ 9
12.1 GENERAL ............................................................................................................................... 9
12.2 CANCELLATION ................................................................................................................... 11
12.3 PROJECT ORGANIZATION .................................................................................................. 11
13.0 CONTRACT ADMINISTRATION............................................................................................. 12
CONTRACT MANAGER AND CUSTOMER SERVICE ..................................................................... 12
13.1 POST AWARD BUSINESS REVIEW MEETINGS ................................................................ 12
13.2 CONTINUOUS IMPROVEMENT ........................................................................................... 12
14.0 ATTACHMENTS ..................................................................................................................... 13
ATTACHMENT A: VENDOR INFORMATION SHEET........................................................................ 13
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Proposal Number: 251-27-156
EXHIBIT B: INSURANCE REQUIREMENTS ..................................................................................... 13
ATTACHMENT C: CUSTOMER REFERENCE FORM ....................................................................... 13
ATTACHMENT D: COST PROPOSAL FORM ................................................................................... 13
ATTACHMENT E: EQUIPMENT SUMMARY ..................................................................................... 13
ATTACHMENT F: MAINTENANCE SERVICE SCHEDULE ............................................................... 13
ATTACHMENT G: TERMS AND CONDITIONS ................................................................................. 13
ATTACHMENT H: ETHICS AND THE PURCHASING FUNCTION .................................................... 13
15.0 Exhibit B - Insurance Requirements .................................................................................... 14
16.0 ATTACHMENT A: ................................................................................................................... 15
17.0 ATTACHMENT C: ................................................................................................................... 16
18.0 ATTACHMENT D: ................................................................................................................... 17
19.0 ATTACHMENT E: ................................................................................................................... 18
20.0 ATTACHMENT F: ................................................................................................................... 19
21.0 ATTACHMENT G: .................................................................................................................. 22
TERMS AND CONDITIONS .............................................................................................................. 22
Certificates of Insurance................................................................................................................ 23
22.0 ATTACHMENT H: ................................................................................................................... 26
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Proposal Number: 251-27-156
1.0 PURPOSE AND BACKGROUND
The intent of this solicitation is to award an Agency Specific Contract to qualified firm(s) to provide comprehensive heating-
ventilation-air conditioning (HVAC) maintenance and repair program for a cluster of twenty-five (25) schools (see attachment E)
in our down county regional service center area as listed in the scope of coverage.
The work will include the provision of a total maintenance/management program including, but not limited to the inspection,
periodic/preventative maintenance, repairs, service calls and other tasks and services necessary to ensure safe, well maintained
HVAC systems providing quality air for WCPSS staff and students. Qualified bidders must have the ability and sufficient resources
to provide repairs and servicing of all HVAC equipment preventive maintenance, respond to emergencies within two (2) hours,
finish repairs in a timely manner, troubleshoot, repair, and replace HVAC systems and related services when needed.
Systems and components to be serviced include: forced air heating units, VAV boxes, heat pumps, split systems, air handlers,
boilers, chillers, circulation pumps, exhaust fans, control systems, variable frequency drives (VFD's), gas furnace, cooling tower,
water source heat pumps, variable refrigerant flow system (VRF's), PTAC units, mini-splits, rooftop AC unit, , and other HVAC
components. Other services may include walk-in coolers and freezers, commercial ice machines, or controls.
Wake County Public School System (WCPSS) is the 14th largest school district in the United States, and the largest in the state of
North Carolina. During the 2026-2027 school year, WCPSS serves more than 161,000 students. With a Fiscal Year (FY) 2027
Operating Budget of approximately $2.3 billion, WCPSS employs more than 20,000 employees.
1.1 CONTRACT TERM
The Contract shall have a term of one (1) years, beginning on the date of final Contract execution (the "Effective Date") until June
30, 2027.
At the end of the Contract's initial term, the district shall have the option, in its sole discretion, to renew the Contract on the same
terms and conditions for up to three (3) additional one-year terms. The district will give the Vendor written notice of its intent to
exercise each option no later than ninety (90) days before the end of the Contract's then-current term. In addition to any optional
renewal terms, and with the Vendor's concurrence, the district reserves the right to extend the Contract after the last active term.
The vendor shall have ten (10) days from the date of notification to return the notice acknowledging its intent to accept or from
the date of notification to return the notice acknowledging its intent to accept or reject the extension.
Proposals shall be submitted in accordance with the terms and conditions of this RFP and any addenda issued hereto.
2.0 GENERAL INFORMATION
2.1 REQUEST FOR PROPOSAL DOCUMENT
This RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award, which are
incorporated herein by reference.
2.2 RFP SCHEDULE
The table below shows the intended schedule for this RFP. The district will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFP WCPSS October 5, 2026
Hold Pre- WCPSS October 7, 2026, at 1:30 pm
Proposal Place: 1551 Rocky Quarry Road, Raleigh, NC 27610 - Building F, Room: 618A
Meeting/Site
Visit
Submit Written Vendor October 8, 2026, by 1:00 pm
Questions
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Proposal Number: 251-27-156
Provide WCPSS October 12, 2026, by 1:00 pm
Response to
Questions
Submit Vendor October 20, 2026, by 1:00 PM
Proposals and
Microsoft Teams meeting:
Bid Opening
Join: https://teams.microsoft.com/meet/255157199565453?p=o65CoaZCfZGmgCwRNb
Meeting ID: 255 157 199 565 453
Passcode: Vu7Xv6Zz
Dial in by phone
+1 929-376-1007,241961497# United States, New York City
Find a local number
Phone conference ID: 241 961 497#
2.3 PRE-PROPOSAL CONFERENCE
Urged and Cautioned Pre-Proposal Conference - In-person only
Date: October 7, 2026
Time: 1:30 PM Eastern Time
Location: 1551 Rocky Quarry Road, Raleigh, NC 27610 - Building F, Room: 618A
Contact #: 919-588-3546 - Clarence Rogers
Instructions: Vendor representatives are URGED and CAUTIONED to attend and appraise themselves of the conditions and
requirements which will affect the performance of the work called for by this RFP. A non-mandatory site visit is scheduled for this
RFP. Submission of a proposal shall constitute sufficient evidence of this compliance and no allowance will be made for unreported
conditions which a prudent Vendor would recognize as affecting the performance of the work called for in this RFP.
Vendor is cautioned that any information released to attendees during the site visit, other than that involving the physical aspects
of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this RFP, must be confirmed by
written addendum before it can be considered to be a part of this RFP and any resulting contract.
2.4 PROPOSAL QUESTIONS
Upon review of the RFP documents, Vendors may have questions to clarify or interpret the RFP in order to submit the best proposal
possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the "Submit Written
Questions" date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum.
Written questions shall be emailed to bids-crogers7@wcpss.net by the date and time specified above. Vendors should enter "RFP
# 251-27-156: Questions" as the subject for the email. Question submittals should include a reference to the applicable RFP section
and be submitted in the format shown below:
Reference Vendor Question
RFP Section, Page Number Vendor question ...?
Questions received prior to the submission deadline date, the district's response, and any additional terms deemed necessary by
the district will be posted in the form of an addendum to the electronic Vendor Portal (eVP), https://evp.nc.gov, and shall become
an Addendum to this RFP. No information, instruction or advice provided orally or informally by any district personnel, whether
made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Vendors
shall rely only on written material contained in the RFP and an addendum to this RFP.
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Proposal Number: 251-27-156
2.5 PROPOSAL SUBMITTAL
IMPORTANT NOTE: This is an absolute requirement. Late bids, regardless of cause, will not be opened or considered, and will be
automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to unintended or
unanticipated delay. It is the Vendor's sole responsibility to ensure its proposal has been received as described in this RFP by the
specified time and date of opening. The time and date of receipt will be marked on each proposal when received. Any proposal or
portion thereof received after the proposal deadline will be rejected.
[eVP]
If applicable to this RFP and using eVP, all proposal responses shall be submitted electronically via the electronic Vendor Portal
(eVP). Additional information can be found at the eVP updates for Vendors link: https://eprocurement.nc.gov/news-events/evp-
updates-vendors.
Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a Vendor's
proposal(s). Vendors are strongly encouraged to allow sufficient time to upload proposals.
Critical updated information may be included in Addenda to this RFP. It is important that all Vendors responding to this RFP
periodically check the State's eVP website for any Addenda that may be issued prior to the bid opening date. All Vendors shall be
deemed to have read and understood all information in this RFP and all Addenda thereto.
2.6 PROPOSAL CONTENTS/CHECKLIST
Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an authorized
signature where requested. Failure to provide all required items, or Vendor's submission of incomplete items, may result in the
district rejecting Vendor's proposal, in the district's sole discretion.
Vendor RFP responses shall include the following items and attachments, which shall be arranged in the following order:
a) Cover Letter, which must contain the following: (i) a statement that confirms that the proposer has read the RFP in its entirety,
including all links, and all Addenda released in conjunction with the RFP, (ii) a statement that the Vendor agrees to perform in
accordance with the scope of work, requirements, and specifications contained herein; and (iii) Vendor's agreement to comply
with all instructions, terms and conditions, and attachments.
b) Title Page: Include the company name, address, phone number and authorized representative along with the Proposal
Number.
c) Completed and signed versions of all EXECUTION PAGES, along with the body of the RFP.
d) Signed receipt pages of any addenda released in conjunction with this RFP, if required to be returned.
e) Vendor's Proposal addressing all Specifications of this RFP.
f) Completed version of ATTACHMENT A: VENDOR INFORMATION FORM
g) Completed version of EXHIBIT B: INSURANCE REQUIREMENTS
h) Completed version of ATTACHMENT C: CUSTOMER REFERENCE FORM
i) Completed version of ATTACHMENT D: PRICING FORM
j) Completed version of ATTACHMENT E: EQUIPMENT SUMMARY
k) Completed version of ATTACHMENT F: MAINTENANCE SERVICE SCHEDULE
l) Completed version of ATTACHMENT G: TERMS AND CONDITIONS
m) Completed version of ATTACHMENT H: ETHICS AND THE PURCHASING FUNCTION
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Proposal Number: 251-27-156
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS
3.1 METHOD OF AWARD
North Carolina G.S. 143-52 provides a general list of criteria the State shall use to award contracts, as supplemented by the
additional criteria herein. The Goods or Services being procured shall dictate the application and order of criteria; however, all
award decisions shall be in the district's best interest. All qualified proposals will be evaluated, and awards will be made to the
Vendor(s) meeting the specific RFP Specifications and achieving the highest and best final evaluation, based on the criteria
described below.
While the intent of this RFP is to award a Contract(s) to a single Vendor or multiple Vendors, the district reserves the right to make
separate awards to different Vendors for one or more-line items, to not award one or more line items or to cancel this RFP in its
entirety without awarding a Contract, if it is considered to be most advantageous to the district to do so.
The district reserves the right to waive any minor informality or technicality in proposals received.
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION
Each Vendor submitting a proposal to this RFP, including its employees, agents, subcontractors, suppliers, subsidiaries and
affiliates, is prohibited from having any communications with any person inside or outside the using agency; issuing agency; other
government agency office or body (including the procurement lead named above, any department secretary, agency head,
members of the General Assembly and Governor's office); or private entity, if the communication refers to the content of Vendor's
proposal or qualifications, the content of another Vendor's proposal, another Vendor's qualifications or ability to perform a
resulting contract, and/or the transmittal of any other communication of information that could be reasonably considered to have
the effect of directly or indirectly influencing the evaluation of proposals, the award of a contract, or both.
Any Vendor not in compliance with this provision shall be disqualified from evaluation and award. A Vendor's proposal may be
disqualified if its subcontractor and/or supplier engage in any of the foregoing communications during the time that the
procurement is active (i.e., the issuance date of the procurement until the date of contract award or cancellation of the
procurement). Only those discussions, communications or transmittals of information authorized or initiated by the issuing agency
for this RFP or inquiries directed to the procurement lead named in this RFP regarding requirements of the RFP (prior to proposal
submission) or the status of the award (after submission) are excepted from this provision.
3.3 PROPOSAL EVALUATION PROCESS
Only responsive submissions will be evaluated.
Proposals will be received according to the method stated in the Proposal Submittal Section above.
All proposals must be received by the issuing agency not later than the date and time specified in the RFP SCHEDULE Section
above, unless modified by Addendum. Vendors are cautioned that this is a request for offers, not an offer or request to
contract, and the district reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to
be in the best interest of the district.
At the date and time provided in the RFP SCHEDULE Section above, unless modified by Addendum, the proposal from each
responding Vendor will be opened publicly and all offers (except those that have been previously withdrawn, or voided bids)
will be tabulated. When negotiations after receipt of bids are authorized pursuant to G.S. 143-49 and 01 NCAC 05B.0503, only
the names of offerors and the Goods and Services offered shall be tabulated at the time of opening. If negotiation is
anticipated, cost and price shall become available for public inspection at the time of the award. Interested parties are
cautioned that these costs and their components are subject to further evaluation for completeness and correctness and
therefore may not be an exact indicator of a Vendor's pricing position.
At their option, the evaluators may request oral presentations or discussions with any or all Vendors for clarification or to
amplify the materials presented in any part of the proposal. Vendors are cautioned, however, that the evaluators are not
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Proposal Number: 251-27-156
required to request presentations or other clarification-and often do not. Therefore, all proposals should be complete and
reflect the most favorable terms available from the Vendor.
3.4 EVALUATION CRITERIA
All proposals will be evaluated by representatives of WCPSS. WCPSS may, at its sole discretion, ask for additional information
and/or elect to conduct interviews with finalists to clarify information provided in the proposals. The services that are the subject
of this RFQ/P are not required to be bid under North Carolina law, and none of the statutory requirements regarding public bidding
apply to this RFQ/P. This document, and not those statutes, will govern the selection process under G.S 143-129.
WCPSS shall not be required to award the contract to the lowest proposed compensation; nor shall WCPSS have any obligation to
explain its decision to recommend or not to recommend any particular vendor or to invite or exclude any particular vendor from
consideration at any stage of the process. Instead of recommending that contracts be awarded to one or more vendors who
presented proposals, WCPSS may, at its sole discretion, reject the proposals and repeat the process, enter into direct contract
negotiations with one or more vendors (possibly including vendors who have not previously submitted proposals) or take any other
action WCPSS deems advisable under all the circumstances.
WCPSS is expected to make any final selection(s) based upon any factors or considerations WCPSS deems relevant. Factors often
considered include qualifications, relevant experience, fees, and ability to perform work in a timely manner. WCPSS retains sole
discretion to award the contract to the vendor(s) it believes will best serve the interests of WCPSS and may consider any factors,
documents, or information it deems relevant in making that determination. WCPSS shall not have any obligation to explain its
decision to select or not select any individual vendors or to invite or exclude any individual vendors from consideration at any stage
of the process. The decision of WCPSS to accept or reject any proposals and to award contract(s) to any one or more vendor(s)
shall be final and not subject to further review.
4.0 REQUIREMENTS
This Section lists the requirements related to this RFP. By submitting a proposal, the Vendor agrees to meet all stated requirements
in this Section as well as any other specifications, requirements, and terms and conditions stated in this RFP. If a Vendor is unclear
about a requirement or specification or believes a change to a requirement would allow for the district to receive a better proposal,
the Vendor is urged to submit these items in the form of a question during the question-and-answer period in accordance with the
Proposal Questions Section above.
5.0 PRICING
Proposal price shall constitute the total cost to the district for complete performance in accordance with the requirements and
specifications herein, including all applicable charges for handling, transportation, administrative and other similar fees. Complete
ATTACHMENT D: PRICING FORM and include in Vendor's proposal. The pricing provided in ATTACHMENT D, or resulting from any
negotiations, is incorporated herein and shall become part of any resulting Contract.
6.0 REFERENCES
Vendor shall provide at least five (5) references, using ATTACHMENT C: CUSTOMER REFERENCE FORM, for which it has provided
Services of similar size and scope to those proposed herein. References shall not be from the same company or from the soliciting
district. In addition, Vendor shall provide references for and identify other government contracts it has received, for which your
company has provided services of similar size and scope. The district may contact these users to determine whether the Services
provided are substantially similar in scope to those proposed herein and whether Vendor's performance has been satisfactory.
The information obtained may be considered in the evaluation of the Proposal.
7.0 PERSONNEL
Vendor warrants that qualified personnel shall provide Services under this Contract in a professional manner. "Professional
manner" means that the personnel performing the Services will possess the skill and competence consistent with the prevailing
business standards in the industry. Vendor will serve as the prime contractor under this Contract and shall be responsible for the
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Proposal Number: 251-27-156
performance and payment of all subcontractor(s) that may be approved by the district. Names of any third-party Vendors or
subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor's obligations
hereunder. Vendor will retain executive representation for functional and technical expertise as needed in order to incorporate
any work by third party subcontractor(s).
Should the Vendor's proposal result in an award, the Vendor shall be required to agree that it will not substitute key personnel
assigned to the performance of the Contract without prior written approval by the Contract Lead. Vendor shall further agree that
it will notify the Contract Lead of any desired substitution, including the name(s) and references of Vendor's recommended
substitute personnel. The district will approve or disapprove the requested substitution in a timely manner. The district may, in
its sole discretion, terminate the Services of any person providing Services under this Contract. Upon such termination, the district
may request acceptable substitute personnel or terminate the contract Services provided by such personnel.
8.0 FINANCIAL STABILITY
As a condition of contract award, the Vendor must certify that it has the financial capacity to perform and to continue to perform
its obligations under the Contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding
being brought against Vendor that could materially adversely affect performance of this Contract; and that entering into this
Contract is not prohibited by any contract, or order by any court of competent jurisdiction
9.0 SUBCONTRACTORS
No portion of the work shall be subcontracted without prior written consent of the district. In the event that the Vendor desires
to subcontract some part of the work specified herein, the Vendor shall furnish with their bid the names, qualifications, and
experience of their proposed subcontractors. The Vendor shall, however, remain solely and fully liable and responsible for the
work done by its subcontractor(s) and shall assure compliance with all the requirements and specifications of the contract.
10.0 SECRETARY OF STATE REGISTRATION
Prior to entering into a contract with the district, the awarded Vendor(s) must complete registration with the NC Secretary of State.
Upon notification of award, the selected Vendor(s) must furnish evidence of filing within 10 business days. Failure to provide this
documentation may result in the disqualification of the Vendor(s) bid from further consideration for the award. No purchase orders
shall be issued prior to confirmation of completed registration with the Secretary of State.
A contract award under the above-referenced solicitation, and the resulting purchase orders, will produce repeated orders and
transactions in North Carolina and will constitute "transacting business" in the State, which requires a certificate of authority from
the North Carolina Secretary of State as provided in G.S. 55-15-01 (corporations) or 57D-7-01 (LLCs). Please go
to: https://www.sosnc.gov/ to register.
Vendor registered with the North Carolina Secretary of State: Yes No

12.0 SPECIFICATIONS AND SCOPE OF WORK
12.1 GENERAL
Offerors shall include in the proposal a description of any significant task not listed in the scope of work which they know to be
necessary, either as reimbursable expenses under the contract or as a service to be contracted for separately. For the purpose of
this contract, routine preventative HVAC maintenance shall be defined as scheduled routine inspection and proactive servicing of
HVAC systems so as to facilitate heating/cooling with minimal downtime. The routine maintenance and all repairs shall be
provided in accordance with the highest standards of the industry, skill, workmanship, applicable trade practices, meet
warranties and in conformance to all applicable laws, codes and regulations. The successful Proposer's preventive maintenance
and repairs shall, at a minimum, include but not limited to the specifications outlined herein.
It is the Proposers' responsibility to provide an appropriate level of on-site staffing, materials, tools, equipment and vehicles to
address the scope of work necessary to support all listed facilities HVAC equipment during normal business hours 6:00 a.m. -
2:30 p.m. and 2:30 p.m. to 11:00 p.m. Monday through Friday. Included recognized holidays and response after normal working
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