RFP: Chemical Treatment Services for HVAC Water Systems

RFP NO.: 26Chem
Request for Proposal
Carteret County Government
Chemical Treatment Services for HVAC Water Systems
Issued: October 7, 2026
Question Deadline: October 23, 2026
Submission Deadline: October 30, 2026 by 10:00 AM, EST.

RFP NO.: 26Chem
CARTERET COUNTY GOVERNMENT
Phone: 252-648-7877
REQUEST FOR PROPOSAL
Date: 10/08/2026
To: Qualified Contractors
Project Name: Chemical Treatment Services for HVAC Water Systems
Carteret County Government ("County") is requesting proposals from qualified and experienced chemical
treatment contractors to provide water treatment and chemical treatment services for the County's existing HVAC
water systems.
The selected contractor shall provide all labor, supervision, materials, chemicals, equipment, testing,
documentation, reporting, and related services necessary to properly maintain the water quality and chemical
treatment of the systems identified in this Request for Proposals (RFP).
The purpose of this contract is to provide an effective preventative maintenance and water treatment program
designed to protect the County's HVAC equipment, piping, heat-transfer surfaces, cooling tower components, and
associated systems from corrosion, scale, biological growth, fouling, and other water-related conditions.
Scope of Services
The successful contractor shall provide a complete chemical treatment program for the County's HVAC water
systems.
The scope shall include, but shall not necessarily be limited to, the following services:
Initial System Evaluation
Prior to beginning routine service, the successful contractor shall inspect and evaluate each system included under
this contract.
The initial evaluation shall include, as applicable:
1. Inspection of existing chemical treatment equipment.
2. Inspection of chemical feed pumps.
3. Inspection of pH and conductivity controls.
4. Inspection of pot feeders.
5. Review of existing treatment practices.
6. Evaluation of system water quality.
7. Collection and testing of water samples.
8. Identification of existing corrosion, scaling, biological growth, or fouling conditions.
9. Review of available make-up water information.

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10. Review of existing chemical treatment levels.
11. Identification of deficiencies that may affect the effectiveness of the treatment program.
12. Recommendations for adjustments or improvements to the treatment program.
The contractor shall provide the County with a written initial assessment following completion of the evaluation.
Routine Chemical Treatment Services
Courthouse Cooling Tower
The contractor shall provide routine chemical treatment and inspection of the Courthouse cooling tower.
The current treatment program utilizes:
* pH control.
* Conductivity control.
* Three (3) chemical feed pumps.
* Existing chemical treatment equipment.
The cooling tower shall be inspected and tested at least monthly.
Routine service shall include, as applicable:
* Testing of pH.
* Testing of conductivity.
* Testing of treatment chemical concentrations.
* Testing for corrosion and scale control.
* Testing for biological activity.
* Inspection of chemical feed equipment.
* Inspection of chemical feed pumps.
* Inspection of controller operation.
* Verification of chemical feed operation.
* Adjustment of chemical feed rates.
* Adjustment of treatment levels.
* Addition or replacement of treatment chemicals.
* Review of make-up and blowdown conditions.
* Inspection for visible scaling, corrosion, deposits, or biological growth.
* Recommendations for cleaning or corrective treatment.
* Documentation of test results and corrective actions.
Environmental Conditions / Additional Cooling Tower Service
The County recognizes that the cooling tower may require service more frequently than the standard monthly
schedule due to environmental conditions.
The contractor shall identify in its proposal:
* Hourly labor rates for additional service.
* Emergency or after-hours rates.
* Cost of additional water testing.
* Cost of additional chemical treatment.
* Cost of tower cleaning, if required.
* Cost of biological treatment, if required.
* Any other anticipated additional service charges.

RFP NO.: 26Chem
The County may authorize additional cooling tower service when conditions warrant.
Routine contract pricing shall clearly identify what services are included in the base annual contract price and what
services constitute additional work.
Courthouse Closed-Loop System
The Courthouse closed-loop HVAC system shall be treated through the existing pot feeder using slug-feed
treatment.
The system shall be inspected and tested at least quarterly.
Services shall include, as applicable:
* Collection and testing of system water.
* Testing of chemical concentration.
* Corrosion inhibitor testing.
* pH testing.
* Evaluation of system conditions.
* Inspection of pot feeder.
* Adjustment of chemical treatment.
* Addition of required treatment chemicals.
* Identification of corrosion or scale conditions.
* Recommendations for corrective action.
* Written documentation of service.
The contractor shall recommend any changes to the treatment program if system conditions indicate that the
existing treatment method is no longer appropriate.
Old Administration Facility
The contractor shall provide chemical treatment services for the Old Administration Facility:
1. Hot water loop.
2. Chilled water loop.
Both systems currently utilize pot feeders and slug-feed chemical treatment.
Each system shall be inspected and tested at least quarterly.
Services shall include, as applicable:
* Water sampling.
* Laboratory or field testing.
* Chemical concentration testing.
* pH testing.
* Corrosion inhibitor testing.
* Inspection of pot feeders.
* Chemical addition.
* Adjustment of treatment levels.
* Identification of corrosion or scale.
* Biological control monitoring.
* Recommendations for corrective action.
* Written service reports.

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County Detention Center
The contractor shall provide chemical treatment services for the Detention Center's:
1. Hot water loop.
2. Chilled water loop.
Both systems currently utilize pot feeders and slug-feed chemical treatment.
Each system shall be inspected and tested at least quarterly.
Services shall include, as applicable:
* Water sampling.
* Chemical concentration testing.
* pH testing.
* Corrosion inhibitor testing.
* Inspection of pot feeders.
* Chemical addition.
* Adjustment of treatment levels.
* Monitoring for corrosion and scale.
* Monitoring for biological activity.
* Identification of abnormal system conditions.
* Recommendations for corrective action.
* Written service reports.
Chemicals and Materials
Unless otherwise specifically stated in the proposal, the contractor shall furnish all chemicals and treatment
materials required to perform the services included in the annual contract price.
The contractor shall provide Safety Data Sheets (SDS) for all chemicals used at County facilities.
All chemicals shall be appropriate for the intended HVAC system and shall be used in accordance with the
manufacturer's recommendations and applicable laws, regulations, and safety requirements.
The contractor shall be responsible for proper handling, transportation, storage, and application of treatment
chemicals.
The contractor shall not introduce a chemical into a County system that could reasonably be expected to damage
HVAC equipment, piping, seals, pumps, heat exchangers, cooling tower components, or other system components.
Water Testing
The contractor shall perform appropriate testing necessary to monitor the effectiveness of the chemical treatment
program.
Testing shall be appropriate for each individual system and may include:
* pH.
* Conductivity.
* Chemical concentration.
* Corrosion inhibitor.
* Hardness.
* Alkalinity.

RFP NO.: 26Chem
* Biological activity.
* Scale-forming conditions.
* Corrosion conditions.
* Other parameters recommended by the contractor.
The contractor shall establish and maintain appropriate treatment ranges for each system.
The contractor shall notify the County when test results indicate that a system is outside the recommended
treatment range or that corrective action is necessary.
Service Reports and Documentation
A written service report shall be provided following each scheduled service visit.
Reports shall include, at a minimum:
* Facility name.
* Date of service.
* Technician's name.
* System inspected.
* Water test results.
* Chemical treatment levels.
* Chemicals added.
* Quantity of chemicals added.
* Equipment inspected.
* Deficiencies identified.
* Corrective actions taken.
* Recommendations.
* Conditions requiring follow-up.
* Recommended next service date.
For the Courthouse cooling tower, service reports shall also document pH and conductivity readings and the
operating condition of the chemical feed equipment and controllers.
Reports shall be submitted electronically to the County's designated representative within seventy-two (72) hours
after the inspection.
Additional Services
The County may require additional services that are outside the routine scope of the annual contract.
Potential additional services may include:
* Increased cooling tower inspection frequency.
* Cooling tower cleaning.
* Chemical cleaning.
* System flushing.
* System passivation.
* Additional water testing.
* Biological treatment.
* Emergency chemical treatment.
* Additional chemical feed equipment.
* Chemical feed pump repair or replacement.
* Controller repair or replacement.
* Pot feeder repair or replacement.

RFP NO.: 26Chem
* Treatment system modifications.
* Laboratory analysis.
* System remediation.
* Other water-treatment-related services.
The contractor shall not perform additional work that will result in additional charges without prior authorization
from the County, except in circumstances specifically authorized by the County.
The proposal shall include a separate rate schedule for additional services.
Emergency Service
The contractor shall provide emergency response services when requested by the County.
The proposal shall identify:
* Normal business hours.
* Emergency response availability.
* Standard response time.
* Emergency response time.
* Regular labor rates.
* After-hours labor rates.
* Weekend rates.
* Holiday rates.
* Any applicable trip or mobilization charges.
The County prefers a contractor capable of responding promptly to conditions that could negatively affect County
HVAC equipment or building operations.
Contractor Qualifications
Proposers shall demonstrate experience providing commercial and/or institutional HVAC water treatment services.
At a minimum, the contractor shall:
1. Have experience servicing chilled water systems.
2. Have experience servicing hot water systems.
3. Have experience servicing commercial cooling towers.
4. Have experience with chemical treatment programs.
5. Have qualified personnel capable of testing and evaluating HVAC water systems.
6. Maintain all licenses, certifications, registrations, and permits required to perform the work.
7. Have sufficient personnel and equipment to perform the required services.
8. Be able to provide references for similar work.
Award of Contract
The County anticipates awarding a contract to the proposer whose proposal provides the best overall value to
Carteret County based upon the requirements and evaluation factors contained in this RFP.
The County reserves the right to negotiate terms, clarify proposals, request best and final offers, if deemed
appropriate, and reject any or all proposals in accordance with applicable law and County procurement
requirements.
No contract shall be considered binding until properly executed by the County and the selected contractor.

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Evaluation Criteria:
Proposals may be evaluated based on factors including, but not necessarily limited to:
* Responsiveness to the RFP requirements. Weight - 20 %
* Contractor qualifications and relevant experience. Weight - 20%
* Availability, staffing, equipment, and demonstrated capacity. Weight - 15%
* Response/mobilization capability. Weight - 15%
* Overall cost. Weight - 20%
* References and past performance. Weight - 10%
Term of Contract
The initial term of this contract will begin upon execution of the agreement and continue through June 30, 2027.
The option to renew this contract may be offered for five (5) one (1) year renewals at the discretion of Carteret
County Government. The first term of the awarded agreement shall be prorated from the official execution date
through June 30, 2027.
Pricing shall remain firm during each contract year unless a written amendment is executed by the County. Any
proposed renewal-year pricing adjustments must be submitted in writing within the timeframe requested by the
County and are subject to County approval.
The County does not guarantee any minimum quantity of work, chemicals, materials, or additional services under
this contract.
The County reserves the right to add, remove, or modify facilities or equipment covered by the contract during the
contract term.
Carteret County POC
All inquiries concerning the Scope of Services, Proposal Submission Requirements, and Site Visits should be
directed to:
Mr. Ray Farnum
Project Coordinator
306 Church Street, Morehead City, NC 28557
Email: Ray.farnum@carteretcountync.gov
Telephone: 252-241-6913
Proposals shall be emailed, mailed, and/or hand delivered to the address of the POC shown above, and if
mailed the sealed envelope shall clearly state the name of this RFP. It is the sole responsibility of the
Contractor to ensure that their proposal arrives by the designated submission date assigned.
Issued Date: October 7, 2026
Question Deadline: October 23, 2026
Due Date: Proposals to the attention of Mr. Ray Farnum are due no later than October 30, 2026 by 10:00 AM,
EST.

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G E N E R A L C O N D I T I O N S
GENERAL
a) By submitting a proposal, the Service Provider (hereinafter referred to as the "Contractor" or "Vendor") acknowledges
that it has carefully reviewed the contract documents, drawings and specifications, has visited and inspected the
project site, and has satisfied itself as to the nature and extent of the Work and Services to be performed, as well as all
conditions that may affect the performance and completion of the Contract. The Contractor further acknowledges that
the Contract is being issued by Carteret County Government (hereinafter referred to as the "County" or "Owner").
MATERIALS, EQUIPMENT AND EMPLOYEES
a) The Vendor 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 therefrom, 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 Service 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. The Contractor shall submit detailed documentation supporting all proposed changes, including cost
breakdowns, labor, materials, equipment, overhead, profit, and schedule impacts. Failure to obtain an executed
Change Order prior to performing additional Work constitutes a waiver of any claim for additional compensation or
additional Contract time.
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, ADA requirements, rules and regulations bearing on the conduct of the work under this
contract. If the Contractor observes that the drawings or specifications are at variance therewith, they shall promptly

RFP NO.: 26Chem
notify the Owner 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.
d) All Contractors shall comply with all applicable laws regulating the practice of general contracting as contained in
Chapter 87 of the General Statutes of North Carolina. For contracts that are $40,000.00 or more, except for certain
specialty work as determined by the licensing board, Contractors are required to become licensed by the NC licensing
board.
SAFETY REQUIREMENTS
a) The Contractor shall be solely responsible for the entire site and the construction and service of the same and provide
all the necessary protections as required by laws or ordinances governing such conditions and as required by the
Owner. They shall be responsible for any damage to the Owner's property or that of others on the job, by himself, his
personnel or his subcontractors, and shall make good such damages. They shall be responsible for and pay for any
claims against the Owner arising from such damages.
b) The Contractor shall adhere to the rules, regulations and interpretations of the North Carolina Department of Labor
relating to Occupational Safety and Health Standards for the Construction Industry (Title 29, Code of Federal
Regulations, Part 1926 published in Volume 39, Number 122, Part 11, June 24, 1974 Federal Register), and revisions
thereto as adopted by General Statutes of North Carolina 95-126 through 155.
c) The Contractor shall provide all necessary safety measures for the protection of all persons on the work, including the
requirements of the AGC Accident Prevention Manual in Construction as amended, and shall fully comply with all state
laws or regulations and North Carolina Building Code requirements to prevent accident or injury to persons on or about
the location of the work. They shall clearly mark or post signs warning of hazards existing, and shall barricade
excavations and similar hazards. They shall protect against damage or injury resulting from falling materials and he
shall maintain all protective devices and signs throughout the progress of the work.
COUNTY BADGES AND KEYS
The County may issue the Contractor means of entry by a contractor badge or physical key. In the event a contractor badge is
lost, stolen, or otherwise unaccounted for, the Contractor shall be liable for a replacement fee in the amount of two hundred and
fifty dollars ($250.00), which may, at the County's sole discretion, be deducted from any payment due to the Contractor. In the
event a physical key is lost, stolen, or otherwise unaccounted for, the County shall retain the sole authority to select and engage
a certified locksmith to rekey or replace all affected locks and keys. The full cost of such services, including labor and materials,
shall be the sole responsibility of the Contractor and may be invoiced to the Contractor and/or deducted from any amount
otherwise due under this Contract. The Contractor shall notify the County's Point of Contact (POC) immediately upon discovery
of any lost, stolen, or misplaced badge or key. Failure to provide timely notification may result in additional liability for any
damages, cost, or security risk incurred by the County as a result of the delay.
ENVIRONMENTAL PROTECTION
a) The Contractor shall comply with all environmental laws and regulations.
b) The Contractor shall immediately clean any fuel, oil, chemical, or hazardous material spill at its sole expense and shall
indemnify the County from all resulting damages.
RECORD RETENTION
The Contractor shall retain all project records, payroll records, invoices, delivery tickets, subcontract agreements,
correspondence, and supporting documentation for not less than five (5) years following the final payment, or longer if litigation,
audit, or claims are pending. They shall also cooperate with the County in responding to lawful public records request.