HVAC Maintenance FY27

CENTRAL SERVICES
Request for Proposal #: 320-190526AG
HVAC Maintenance FY27
Date of Issue: 7/21/2026
Opening Date: 8/6/2026
At 2:00 PM ET
Contract Term: July 1, 2026 - June 30, 2028
Direct all inquiries concerning this RFP to:
Alicia Gaines
Purchasing Associate III
Email: Alicia.Gaines@rockymountnc.gov
Phone: 252-972-1227
Sealed, mailed responses ONLY will be accepted for this solicitation.

Request for Proposal # 320-190526G
______________________________________________________
For purchasing division processing, please provide your company's Federal Employer Identification Number
or alternate identification number (e.g. Social Security Number). Pursuant to North Carolina General Statute
132-1.10(b) this identification number shall not be released to the public. This page will be removed and
shredded, or otherwise kept confidential, before the procurement file is made available for public
inspection.
This page is to be filled out and returned with your bid.
Failure to do so may subject your bid to rejection.
ID Number:
______________________________________________________
Federal ID Number or Social Security Number
______________________________________________________
Vendor Name

Proposal Number: 320-190526AG Vendor: __________________________________________
City of Rocky Mount
Central Services
Refer ALL Inquiries regarding this RFP to: Request for # 320-190526AG
Alicia Gaines
Proposals will be publicly opened: 8/6/2026 2:00 PM
Purchasing Associate III
Contract Type: Service
EXECUTION
In compliance with this Request for proposals (RFP), and subject to all the conditions herein, the undersigned Vendor
offers and agrees to furnish and deliver any or all items upon which prices are proposed, at the prices set opposite each
item within the time specified herein. By executing this s, the undersigned Vendor certifies that this proposal is submitted
competitively and without collusion (G.S. 143-54), that none of its officers, directors, or owners of an unincorporated
business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933,
or the Securities Exchange Act of 1934 (G.S. 143-59.2), and that it is not an ineligible Vendor as set forth in G.S. 143-
59.1. False certification is a Class I felony. Furthermore, by executing this , 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 City
department. 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. G.S. 133-32 and Executive Order 24 (2009)
prohibit the offer to, or acceptance by, any City Employee associated with the preparing plans, specifications, estimates
for public Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public
Contract of any gift from anyone with a Contract with the City , or from any person seeking to do business with the City
. By execution of any response in this you attest, for your entire organization and its employees or agents, that you are
not aware that any such gift has been offered, accepted, or promised by any employees of your organization. Do you
have a financial interest or tangible personal benefit with a city of Rocky Mount employee, officer, or agent?
____ Yes ____ No If yes note the employee, officer, or agent; department; and the perceived or actual conflict
of interest. _______________________________________________________________
Failure to execute/sign proposals prior to submittal shall render proposal invalid and it WILL BE REJECTED.
Late proposals cannot be accepted.
VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & STATE & ZIP: TELEPHONE TOLL FREE TEL. NO:
NUMBER:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO
VENDORS ITEM #11):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF FAX NUMBER:
OF VENDOR:
VENDOR'S AUTHORIZED SIGNATURE: DATE: EMAIL:
Offer valid for at least 60 days from date of proposal opening, unless otherwise stated here: ______ days.
ACCEPTANCE OF PROPOSAL
If any or all parts of this are accepted by the City of Rocky Mount, an authorized representative of the City of Rocky
Mount shall affix his/her signature hereto and this document and all provisions of this Request for Proposal along with
the Vendor response and the written results of any negotiations shall then constitute the written agreement between
the parties. A copy of this acceptance will be forwarded to the successful Vendor(s).
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Proposal Number: 320-190526AG Vendor: __________________________________________
Contents
1.0 PURPOSE AND BACKGROUND ............................................................................................. 7
2.0 GENERAL INFORMATION ....................................................................................................... 7
2.1 REQUEST FOR DOCUMENT ................................................................................................. 7
2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS ............................... 7
2.3 RFP SCHEDULE ..................................................................................................................... 7
2.4 QUESTIONS ............................................................................................................................ 8
2.5 SUBMITTAL ............................................................................................................................ 8
2.6 CONTENTS ............................................................................................................................. 9
2.7 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS ............................................................ 9
3.0 METHOD OF AWARD AND EVALUATION PROCESS ........................................................ 10
3.1 METHOD OF AWARD ........................................................................................................... 10
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION....... 10
3.3 INTERPRETATION OF TERMS AND PHRASES .................................................................. 10
4.0 REQUIREMENTS ................................................................................................................... 11
4.1 CONTRACT TERM ................................................................................................................ 11
4.2 PRICING ................................................................................................................................ 11
4.3 INVOICES .............................................................................................................................. 11
4.4 MINORITY BUSINESS PARTICIPATION .............................................................................. 11
4.5 VENDOR EXPERIENCE ........................................................................................................ 12
4.6 REFERENCES ...................................................................................................................... 12
4.7 PERSONNEL ......................................................................................................................... 13
4.8 VENDOR'S REPRESENTATIONS ........................................................................................ 13
5.0 SCOPE OF WORK ................................................................................................................. 13
5.1 GENERAL SPECIFICATIONS ............................................................................................... 13
5.2 PROJECT ORGANIZATION .................................................................................................. 19
5.4 ACCEPTANCE OF WORK .................................................................................................... 19
5.5 LIQUIDATED DAMAGES ............................................................. Error! Bookmark not defined.
5.6 TRANSITION ASSISTANCE ................................................................................................. 19
6.0 CONTRACT ADMINISTRATION............................................................................................. 20
6.1 PROJECT MANAGER AND CUSTOMER SERVICE ............................................................ 20
6.2 POST AWARD MANAGEMENT REVIEW MEETINGS ......................................................... 20
6.3 DISPUTE RESOLUTION ....................................................................................................... 20
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Proposal Number: 320-190526AG Vendor: __________________________________________
6.4 CONTRACT CHANGES ........................................................................................................ 20
6.5 CITY'S RIGHTS AND OPTIONS ........................................................................................... 20
ATTACHMENT A: PRICING ............................................................................................................. 18
ATTACHMENT B: ACCEPTANCE OF TERMS & CONDITIONS ....................................................... 19
ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION...................................................... 19
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Proposal Number: 320-190526AG Vendor: __________________________________________
1.0 PURPOSE AND BACKGROUND
This Request for Proposal (RFP) will provide vendors with sufficient information to enable you to prepare and submit a
proposal for a multi-year contract for HVAC maintenance and repair services of multiple locations for the City
of Rocky Mount, North Carolina.
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
The RFP is comprised of the base RFP document, any attachments, and any addenda released before Contract award.
All attachments and addenda released for this RFP in advance of any Contract award are incorporated herein by
reference.
2.2 NOTICE TO VENDORS REGARDING RFP TERMS AND CONDITIONS
It shall be the Vendor's responsibility to read the Instructions, the Cities terms and conditions, 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 2.4 PROPOSAL QUESTIONS. If
the City 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 City may also elect to leave open the possibility for later negotiation
and amendment of specific provisions of the Contract that have been addressed during the question-and-answer period.
Other than through this process, the City 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 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.
Contact with anyone working for or with the City regarding this RFP other than the City Contract Specialist named on
the face page of this RFP in the manner specified by this RFP shall constitute grounds for rejection of said Vendor's
offer, at the City's election.
2.3 RFP SCHEDULE
The table below shows the intended schedule for this RFP. The city will make every effort to adhere to this schedule.
Event Responsibility Date and Time
Issue RFP City Tuesday 7/21/2026
Pre-Bid Meeting City Tuesday 7/28/2026 10:00 am
Submit Written Questions Vendor Thursday 7/30/2026
Provide Response to Questions City Monday 8/3/2026
Submit Proposals Vendor Thursday 8/6/2026 2:00 pm
Contract Award City TBD
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Proposal Number: 320-190526AG Vendor: __________________________________________
Pre-Bid Meeting: Contractor representatives are URGED and CAUTIONED to visit the site and apprise themselves of
the conditions and requirements which will affect the performance of the work called for by this Request for Proposal.
Submission of a proposal shall constitute sufficient evidence of this compliance and no allowance will be made for
unreported conditions which a prudent Contractor would recognize as affecting the performance of the work called for
in this proposal.
Pre-Bid Meeting attendees will meet at 331 S Franklin St, Conference Room 1, 2nd Floor, Rocky Mount, NC 27803.
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 proposal.
Vendor is cautioned that any information released to attendees during the pre-bid meeting, other than that involving the
physical aspects of the facility referenced above, and which conflicts with, supersedes, or adds to requirements in this
Request for Proposal, must be confirmed by written addendum before it can be considered to be a part of this proposal.
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 above due date.
Written questions shall be emailed to Alicia.Gaines@rockymountnc.gov by the date and time specified above. Vendors
should enter "RFP # 320-190526AG: 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 Vendor Question
RFP Section, Page Number Vendor question ...?
Questions received prior to the submission deadline date, the City's response, and any additional terms deemed
necessary by the City will be posted in the form of an addendum the City of Rocky Mount Purchasing web-page
https://www.rockymountnc.gov/Bids.aspx, and the North Carolina Department of Administration website
https://evp.nc.gov/solicitations/ and shall become an Addendum to this RFP. No information, instruction or advice
provided orally or informally by any City 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.
2.5 PROPOSAL SUBMITTAL
If applicable to this RFP, sealed proposals, subject to the conditions made a part hereof and the submission requirements
described below, shall be delivered to the physical address indicated in the table below, for furnishing and delivering
those items or Services as described herein.
Vendors shall deliver to the address identified in the table above: one (1) paper, one (1) photocopy.
All proposals shall be submitted in a sealed envelope. Clearly mark each package with: (1) Vendor name; (2) the RFP
number; and (3) the due date. Address the package(s) for delivery as shown in the table, below. File contents shall NOT
be password-protected but shall be in .PDF or XLS format and shall be capable of being copied to other sources.
Proposal shall be marked on the outside of the sealed envelope with the Vendor's name, RFP number and date and
time of opening. If Vendor is submitting more than one proposal, each proposal shall be submitted in separate sealed
envelope and marked accordingly. For delivery purposes, separate sealed proposals from a single Vendor may be
included in the same outer package. Do not include proposals for more than one solicitation in the same package.
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Proposal Number: 320-190526AG Vendor: __________________________________________
Vendors shall not modify, alter, or edit any part of this Request for Proposal (RFP) document. Any additional information,
clarifications, or exceptions must be provided on a separate sheet of paper and clearly referenced in the . Failure to
comply with this requirement may result in disqualification of the proposal.
MAILING ADDRESS FOR DELIVERY OF OFFICE ADDRESS FOR DELIVERY BY ANY OTHER
PROPOSAL VIA U.S. POSTAL SERVICE MEANS, SPECIAL DELIVERY, HAND DELIVERY,
OVERNIGHT DELIVERY OR BY ANY OTHER
CARRIER
PROPOSAL NUMBER: 320-190526AG PROPOSAL NUMBER: 320-190526AG
Attn: Alicia Gaines Attn: Alicia Gaines
City of Rocky Mount City of Rocky Mount
PO BOX 1180 331 S. Franklin Street
Rocky Mount, NC 27802 Rocky Mount, NC 27804
All Vendors are urged to take the possibility of delay into account when submitting a proposal. Attempts to submit a
proposal via facsimile (FAX) machine, telephone or e-mail, in response to this RFP shall NOT be accepted.
Failure to submit a proposal in strict accordance with these instructions shall constitute sufficient cause to reject a
Vendor's proposal(s).
Critical updated information may be included in Addenda to this RFP. It is important that all Vendors responding on this
RFP periodically check the City's website for any Addenda that may be issued prior to the proposal opening date. All
Vendors shall be deemed to have read and understood all information in this RFP and all Addenda thereto.
Contact with anyone working for or with the City of Rocky Mount regarding this RFP other than the City of Rocky Mount
Purchasing Office Contract Lead named on the face page of this RFP in the manner specified by this RFP shall constitute
grounds for rejection of said Vendor's offer, at the City of Rocky Mount Purchasing Office election.
Proposal Opening:
Proposals will be opened and read aloud at the Frederick E. Turnage Administrative Services Complex, Conference
Room 1, second floor, 331 South Franklin Street, Rocky Mount, North Carolina 27804 at the date and time specified on
the cover sheet and RFP schedule.
2.6 PROPOSAL CONTENTS
Vendors shall populate all attachments of this RFP that require the Vendor to provide information and include an
authorized signature where requested. Vendor RFP responses shall include the following items and those attachments
should be arranged in the following order:
a) Cover Letter
b) Title Page: Include the company name, address, phone number and authorized representative along with the
Number.
c) The body of the RFP and signed receipt pages of any addenda released in conjunction with this RFP (if required to
be returned).
d) Completed version of ATTACHMENT A: PRICING
e) ATTACHMENT B: TERMS AND CONDITIONS
f) Completed and signed version of ATTACHMENT C: SUPPLEMENTAL VENDOR INFORMATION
2.7 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS
a) BUYER: The employee of the City or Other Eligible Entity that places an order with the Vendor.
b) CONTRACT LEAD: Representative of the City of Rocky Mount Purchasing Office who corresponds with potential
Vendors in order to identify and contract with that Vendor providing the greatest benefit to the City and who will
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Proposal Number: 320-190526AG Vendor: __________________________________________
administer this contract for the City.
c) QUALIFIED PROPOSAL: A responsive proposal submitted by a responsible Vendor.
d) RFP: Request for Proposal
e) SERVICES or SERVICE DELIVERABLES: The tasks and duties undertaken by the Vendor to fulfill the
requirements and specifications of this solicitation.
f) VENDOR: Supplier, bidder, proposer, company, firm, corporation, partnership, individual or other entity submitting
a response to a Request for Proposal.
3.0 METHOD OF AWARD AND PROPOSAL EVALUATION PROCESS
3.1 METHOD OF AWARD
Pursuant to North Carolina General Statutes Section 143-131, "award shall be made to the lowest responsible,
responsive bid or bidders, taking into consideration quality, performance and the time specified in the proposals for the
performance of the contract."
While the intent of this RFP is to award Contracts to multiple Contractors for different properties, the City
reserves the right to make a single award to one Contractor, to not award one or more properties or to cancel
this RFP in its entirety without awarding a Contract, if it is considered to be most advantageous to the City to
do so.
The City reserves the right to waive any minor informality or technicality in proposals received.
Local Preference Policy. The only exception to the lowest responsive, responsible bidder method of award will be the
local preference policy. The preference will allow an Eligible Local Bidder to match the price and terms of the lowest
responsible, responsive bidder who is a Non-Local Bidder, if the Eligible Local Bidder's price is within five percent (5%)
or $25,000, whichever is less, of the lowest responsible, responsive Non-Local Bidder's price .An eligible local vendor
is one that is current on property taxes in the City of Rocky Mount and meets the qualifications set forth in the policy.
An application can be found at
https://www.rockymountnc.gov/DocumentCenter/View/578/Local-Preference-Policy-PDF
3.2 CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION
During the evaluation period-from the date proposals are opened through the date the contract is awarded-each
Vendor submitting a proposal (including its representatives, sub-contractors and/or suppliers) is prohibited from having
any communications with any person inside or outside the using department , issuing department , other government
department office, or body (including the purchaser named above, department secretary, department head, members
of the general assembly and/or governor's office), or private entity, if the communication refers to the content of Vendor's
proposal or qualifications, the contents of another Vendor's proposal, another Vendor's qualifications or ability to perform
the 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 and/or the award of the contract. A Vendor
not in compliance with this provision shall be disqualified from contract award, unless it is determined in the City's
discretion that the communication was harmless, that it was made without intent to influence and that the best interest
of the City would not be served by the disqualification. A Vendor's proposal may be disqualified if its sub-contractor and
supplier engage in any of the foregoing communications during the time that the procurement is active (i.e., the issuance
date of the procurement to the date of contract award). Only those discussions, communications or transmittals of
information authorized or initiated by the issuing department for this RFP or general inquiries directed to the purchaser
regarding requirements of the RFP (prior to proposal submission) or the status of the contract award (after submission)
are excepted from this provision.
3.3 INTERPRETATION OF TERMS AND PHRASES
This Request for Proposal serves two functions: (1) to advise potential Vendors of the parameters of the solution being
sought by the Department; and (2) to provide (together with other specified documents) the terms of the Contract
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Proposal Number: 320-190526AG Vendor: __________________________________________
resulting from this procurement. As such, all terms in the Request for Proposal shall be enforceable as contract terms
in accordance with the General Contract Terms and Conditions. The use of phrases such as "shall," "must," and
"requirements" are intended to create enforceable contract conditions. In determining whether proposals should be
evaluated or rejected, the Department will take into consideration the degree to which Vendors have proposed or failed
to propose solutions that will satisfy the Department's needs as described in the Request for Proposal . Except as
specifically stated in the Request for Proposal, no one requirement shall automatically disqualify a Vendor from
consideration. However, failure to comply with any single requirement may result in the Department exercising its
discretion to reject a proposal in its entirety.
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 City to receive a better proposal, the Vendor is urged and cautioned to submit these items in the form of a question
during the question-and-answer period in accordance with Section 2.5.
4.1 CONTRACT TERM
The Contract shall have an initial term of two (2) years, beginning on October 1, 2026 - September 30, 2028. The Vendor
shall begin work under the Contract within 30 business days of the Effective Date.
4.2 PRICING
Proposal price shall constitute the total cost to Buyer for complete performance in accordance with the requirements and
specifications herein, including all applicable charges handling, administrative and other similar fees. Vendor shall not
invoice for any amounts not specifically allowed for in this RFP. Complete ATTACHMENT A: PRICING FORM and
include in Proposal. The amount bid for the initial annual term is subject to negotiation and adjustment considering CPI
after the first year and agreed to by the City.
4.3 INVOICES
a) The Vendor must submit one monthly invoice within fifteen (15) calendar days following the end of each month in
which work was performed.
b) Invoices must be submitted to the following address: City of Rocky Mount Attn: Accounts Payable
PO BOX 1180
Rocky Mount, NC 27802
Or
acctpayable@rockymountnc.gov
c) Payment amounts will be made on a NET 30 day pay period upon submission of an invoice and appropriate pick
tickets to support such invoice.
4.4 MINORITY BUSINESS PARTICIPATION
The Bidder has the responsibility to make a good faith effort to solicit minority proposals and to attain the aspirational
ten percent (10%0 goal. We encourage all Bidders even MWBE/HUBs to obtain the aspirational goal where sub-
contracting and supplier opportunities exist. Use the table below to note the MWBE businesses that will be used as
suppliers or subcontractors for this contract.
MWBE FIRM OWNERSHIP STATUS ADDRESS WORK TYPE
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