HVAC Controls Maintenance

Location:	North Carolina
Posted:	Mar 27, 2026
Due:	Apr 24, 2026
Agency:	State Government of North Carolina
Type of Government:	State & Local
Category:	J - Maintenance, Repair, and Rebuilding of Equipment
Solicitation No:	354-PW26-24
Publication URL:	To access bid details, please log in.

Solicitation Number:	354-PW26-24
Project Title:	HVAC Controls Maintenance
Description:	To provide the Town of Cary with a proposal for HVAC controls service, maintenance and repair services for all applicable equipment throughout the Town. Questions are due April 3, 2026 at 4:00PM ET. Final submissions are due April 24, 2026 at 4:00PM ET.
Opening Date:	4/24/2026 4:00 PM
Posted Date:	3/28/2026
Status:	Open
Department:	TOWN OF CARY


Solicitation Number * 354-PW26-24	Department TOWN OF CARY	Status Reason Open
Opening Date 2026-04-24T16:00:00.0000000	Posted Date * 2026-03-27T20:00:30.0000000Z	Primary Commodity Code Heating and cooling and air conditioning HVAC construction and maintenance services
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * Select RFP IFB RFI
Owner LaToyla Reaves
Description To provide the Town of Cary with a proposal for HVAC controls service, maintenance and repair services for all applicable equipment throughout the Town. Questions are due April 3, 2026 at 4:00PM ET. Final submissions are due April 24, 2026 at 4:00PM ET.

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REQUEST FOR PROPOSALS

RFP # 354-PW26-24

Project Title: HVAC Controls Maintenance

Issue Date: 3/27/2026

Due Date: 4/17/2026 at 4:00pm ET

Issuing Department: Public Works

Direct all inquiries concerning this RFP to:

Name Taylor Morse

Title Facilities Coordinator

Email: taylor.morse@carync.gov

v.04.15.24

1 REQUEST FOR PROPOSALS

1.1 Introduction

The Town of Cary utilizes HVAC control systems across numerous facilities to support scheduling,

maintenance, and repair functions.

Purpose and Background

To provide the Town of Cary with a proposal for HVAC controls service, maintenance and repair services

for all applicable equipment throughout the Town. The proposal shall include preventative maintenance

and repair rates for a full calendar year based on the provided scope of work and listed equipment.

Downtown Cary Park is included in this proposal, however all services for this location must be billed

separately, as its maintenance is funded through a separate account.

1.2 Notice to Vendors Regarding RFP Terms and Conditions

It shall be the Vendor’s responsibility to read the Instructions, the Town’s terms and conditions contained

within the Town’s Principal Contract, all relevant exhibits and attachments, and any other components made

a part of this RFP and comply with all requirements and specifications herein. Vendors also are responsible

for obtaining and complying with all Addenda and other changes that may be issued in connection with this

RFP.

If Vendors have questions, issues, or exceptions regarding any term, condition, or other component within

this RFP, those must be submitted as questions in accordance with the instructions in Section 1.6 Proposal

Questions. If the Town determines that any changes will be made as a result of the questions asked, then

such decisions will be communicated in the form of an RFP addendum. The Town may also elect to leave

open the possibility for later negotiation and amendment of specific provisions of the Principal Contract that

have been addressed during the question submission period. Other than through this process, the Town

rejects and will not be required to evaluate or consider any additional or modified terms and conditions

submitted with Vendor’s proposal. This applies to any language appearing in or attached to the document

as part of the Vendor’s proposal that purports to vary any terms and conditions or Vendors’ instructions

herein or to render the proposal non-binding or subject to further negotiation. Vendor’s proposal shall

constitute a firm offer. By execution and delivery of this RFP Response, the Vendor agrees that

Vendor is prepared to enter into a contract in the form of the Principal Contract should Town selects

Vendor’s proposal and that any additional or modified terms and conditions, whether submitted

purposely or inadvertently, shall have no force or effect, and will be disregarded. Noncompliance

with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject

Vendor’s proposal as nonresponsive.

If a Vendor desires modification of the terms and conditions of this solicitation, including any term or

condition contained in the Principal Contract, it is urged and cautioned to inquire during the question period,

in accordance with the instructions in this RFP, about whether specific language proposed as a modification

is acceptable to or will be considered by the Town. Identification of objections or exceptions to the Town’s

terms and conditions in the proposal itself shall not be allowed and shall be disregarded or the proposal

rejected.

1.3 RFP Response Timeline

All Proposals will be due on April 17th by 4pm to be reviewed.

RFP Process

RFP posted

Proposers Written Questions Due

Town Responses to Proposers questions

Date and time

3/27/2026

4:00PM

4/3/2026

4:00PM

4/17/2026

4:00PM

Proposal Submission Deadline

Contract Award (Anticipated)

Contract Effective Date (Anticipated)

4/24/2026

5/15/2026

7/1/2026

4:00PM

1:00PM

12:00AM

1.4 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 above due date. The Town will not entertain any

further questions after the due date. Written questions shall be emailed to

taylor.morse@carync.gov by the date and time specified above. Vendors should enter “RFP

#354-PW26-24: Questions” as the subject for the email. Questions submittals should include a

reference to the applicable RFP section and be submitted in a format shown below:

Reference

RFP Section, Page Number

Vendor Question

Vendor question …?

Questions received prior to the submission deadline date, the Town’s response, and any

additional terms deemed necessary by the Town will be posted in the form of an addendum to

the North Carolina Electronic Vendor Portal (eVP), https://evp.nc.gov/solicitations, and shall

become an Addendum to this RFP. No information, instruction or advice provided orally or

informally by any Town 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 an Addendum to this RFP.

1.5 Proposal Submission Requirements and Contact Information

Submittal Requirements and Contact Information

Electronic responses ONLY will be accepted through the eVP website. Interested parties must be

logged in to submit proposals electronically. Registration information is available at NC Electronic

Vendor Porta evp.nc.gov (eVP). Proposals must be clearly marked with name of the submitting

company, the RFP number and RFP title. Proposers must submit one (1) electronic version,

submitted as a viewable and printable Adobe Portable Document File (PDF), on or before the

submittal due date and time provided in Section 1.3. Submissions that do not comply with the

stated submission method will be deemed non-responsive. The Town reserves the right to reject

any or all proposals for any reason and to waive any informality it deems in its best interest. Any

requirements in the RFP that cannot be met must be indicated in the proposal. Proposers must

respond to the entire Request for Proposals (RFP). An incomplete proposal may be eliminated

from consideration at the discretion of Cary. Proposals must follow the format as defined in

Section 2 PROPOSALS. 4 1.8

Rights to Submitted Material All proposals, responses, inquiries, or correspondence relating to or

in reference to this RFP, and all reports, charts, and other documentation submitted by

Proposer(s) (other than materials submitted as and qualifying as trade secrets under North

Carolina law) shall become the property of the Town when received and the entire proposal shall

be subject to the public records laws of the State of North Carolina except where a proper trade

secrets exception has been made by the Proposer(s) in accordance with the procedures allowed

by North Carolina law.

The Town reserves the right to retain all proposals submitted and to use any ideas in a proposal

regardless of whether that proposal is selected. Submission of a proposal indicates acceptance

by the Proposer(s) of the conditions contained in this Request for Proposal.

2 PROPOSALS

Responses must follow the format outlined herein. The Town may reject as non-responsive at its

sole discretion any proposal or any part thereof that is incomplete, inadequate in its response, or

departs in any substantive way from the required format. Proposal responses shall be organized

in the following manner:

1. Cover Letter/Letter of Intent

Introduction letter with intent as it may pertain to the Request for Proposal.

2. Corporate Background and Experience

This section shall include background information on the organization and should give details

of experience with similar projects. A list of five (5) references (including contact persons and

telephone numbers) for which similar work has been performed shall be included, and the list

shall include all similar contracts performed by the Proposer in the past two, three, four, five

(pick a reasonable period) years. The evaluators will randomly select at least three of these

references, but the evaluators reserve the right to contact all the references listed, if

information from the three references contacted warrant further inquiry. The failure to list all

similar contracts in the specified period may result in the rejection of the Proposer’s proposal.

The evaluators may check all public sources to determine whether Proposer has listed all

contracts for similar work within the designated period. If the evaluators determine that

references for other public contracts for similar contracts were not listed, the evaluators may

contact the public entities to make inquiry into Proposer’s performance of those contracts and

the information obtained may be considered in evaluating Proposer’s proposal.

3. Financial Statement

The Proposer shall provide the following financial information:

Recent audited or reviewed financial statements prepared by an independent certified public

accountant (CPA) that shall include, at a minimum, a balance sheet, income statement (i.e.,

profit/loss statement) and cash flow statement and, if the audited or reviewed financial

statements were prepared more than six (6) months prior to the issuance of this RFP, the

Proposer shall submit its most recent internal financial statements (balance sheet, income

statement and cash flow statement or budget with entries reflecting revenues and

expenditures from the date of the audited or reviewed financial statements to the end of the

most recent financial reporting period (i.e., the quarter or month preceding the issuance date

of this RFP)).

OR,

Recent compiled financial statements prepared by an independent CPA that shall include, at

a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow

statement and, if the compiled financial statements were prepared more than three (3) months

prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial

Commented [A1]: Can you fill this in?

statements (balance sheet, income statement and cash flow statement or budget with entries

reflecting revenues and expenditures to date), and other evidence of financial stability such

as most recently filed income tax return, evidence of a line of credit/loans/other type of

financing with statement of amount in use/outstanding balance (e.g., a complete copy

commitment letter, loan agreement, billing statement reflecting the line of credit or statement

from lender acknowledging the commitment to fund the Proposer’s stated financing),

performance bond, personal guaranty with copies of personal income tax filing and statement

of net worth or such other evidence that is accurate, reliable and trustworthy regarding the

Proposer’s financial stability.

Recent shall be defined as financial statements that were prepared within the 12 months

preceding the issuance date of this RFP.

Consolidated financial statements of the Proposer’s parent or related corporation/business

entity shall not be considered, unless: (1) the Proposer’s actual financial performance for the

designated period is separately identified in and/or attached to the consolidated statements,

(2) the parent or related corporation/business entity provides the Town with a document

wherein the parent or related corporation/business entity will be financially responsible for the

Proposer’s performance of the contract and the consolidated statement demonstrates the

parent or related corporation’s/business entity’s financial ability to perform the contract,

financial stability and/or such other financial considerations identified in the evaluation criteria;

and/or (3) Proposer provides its own internally prepared financial statements and such other

evidence of its own financial stability identified above.

The Proposer’s failure to provide any of the above-referenced financial statements or failure

to submit all the requested financial statements may result in the rejection of the Proposer’s

proposal and rejection is more likely to occur if other Proposers provide financial

documentation in compliance with the foregoing provisions. Proposers are also encouraged

to explain any negative financial information in its financial statements and are encouraged to

provide documentation supporting those explanations.

All financial information, statements and/or documents provided in response to this proposal

requirement shall be kept confidential, IF THE PROPOSER COMPLIES WITH PARAGRAPH

13 OF THE GENERAL INFORMATION ON SUBMITTING PROPOSALS BY MARKING THE

FINANCIAL INFORMATION, STATEMENTS AND/OR DOCUMENTS CONFIDENTIAL.

4. Project Understanding, Approach and Schedule

This section shall include, in narrative, outline, and/or graph form the Proposer's approach to

accomplishing the tasks outlined in the Scope of Work section of this RFP. A description of

each task and deliverable and the schedule for accomplishing each shall be included.

5. Team Organization, Experience and Certifications/Qualifications

This section must include the proposed staffing, deployment and organization of personnel to

be assigned to this project. The Proposer shall provide information as to the qualifications and

experience of all executive, managerial, legal, and professional personnel to be assigned to

this project, including resumes citing experience with similar projects and the responsibilities

to be assigned to each person.

6. Cost Proposal (Page with Pricing)

The Cost Proposal shall be submitted and contain:

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

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HVAC Controls Maintenance

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See also