RE-Bid: ON-CALL REPAIR & EMERGENCY SERVICES FOR DEPARTMENT OF WATER MANAGEMENT PLANTS AND FACILITIES

RE-ADVERTISEMENT
REQUEST FOR PROPOSALS
FOR
ON-CALL REPAIR AND EMERGENCY SERVICES FOR
DEPARTMENT OF WATER MANAGEMENT PLANTS AND
FACILITIES
DEPARTMENT OF WATER MANAGEMENT
CITY OF DURHAM
NORTH CAROLINA
June 2026
SELECTED CONTENTS
GENERAL INFORMATION
10. Date of RFP

20. Project Manager and Contact with City; Questions about this RFP
DESCRIPTION OF PROJECT AND NATURE OF RFP
30. Project
40. Scope of Work and Qualifications
50. Compensation Amount and Schedule
60. Definitions in this RFP
70. Contract
80. Trade Secrets and Confidentiality
85. Reserved
90. Reserved
100. Insurance
110. Discretion of the City
SCHEDULE
120. Schedule
130. Keeping Proposals Open
140. Deadline to Submit Proposals
GETTING MORE INFORMATION ON THE PROJECT AND RFP PROCESS
150. Questions
160. Reserved
170. Updates and revisions to RFP
EVALUATION CRITERIA
180. Evaluation Criteria
190. Team Qualifications
200. Project Experience and References
210. Team Location and Availability
220. Cost
230. Reserved
240. Reserved
250. Reserved
CONTENTS OF PROPOSAL
260. Contents of Proposal
260.1 Contact Information
260.2 Legal status
260.3 Team Qualifications
260.4 Project Experience and References
260.5 Team Location and Availability
260.6 Cost
260.7 Methods
260.8 Assumptions regarding City of Durham Actions and Participation
260.9 UBE Participation/Equal Business Opportunity Program
260.10 Financial Condition, Insurance, Bonds, and Taxes
260.11 Conflict of Interest
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260.12 Non-Collusion
COVER LETTER WITH PROPOSAL
270. Cover letter
280. Addendums
HOW TO SUBMIT A PROPOSAL
290. How to submit a proposal
300. Format
310. Reserved
320. Candidate to Bear Expense; No Claims against City
330. State Treasurer's lists regarding Iran and Boycott of Israel
340. Notice Under the Americans with Disabilities Act (ADA)
350. Values of City of Durham
EXHIBITS
Exhibit A - Contract Template
Exhibit B - Pricing Proposal Forms
Exhibit C - Goods and Services Forms
Request for Proposal (RFP) from qualified firms to provide On-Call and Emergency Repair
services for mechanical, electrical, plumbing, HVAC, overhead door maintenance, and
fencing trades.
10. Date of RFP:
The date of re-issuance is June 17th, 2026, and the due date for submitting proposals is July
17th, 2026 at 3:00PM.
20. Project Manager and Contact with City; Questions about this RFP.
If you have any concerns or questions about this RFP, please contact the Project Manager in
writing at the email below:
Ben Mason
Engineer
Department of Water Management
1600 Mist Lake Drive
Durham, NC 27704
Ben.Mason@durhamnc.gov
If you have concerns about this RFP that you believe are not being addressed by the project
manager, please contact:
Lori Montgomery, PE
Senior Engineering Manager
Department of Water Management
1600 Mist Lake Drive
Durham, NC 27704
Lori.Montgomery@durhamnc.gov
DESCRIPTION OF PROJECT AND NATURE OF RFP
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30. Project. The City of Durham's Department of Water Management (DWM) owns and
operates municipal water treatment and distribution systems and wastewater treatment and
collection systems. To keep these facilities operational, there is a need for routine
maintenance as well as corrective maintenance that span a variety of trades. DWM's Plant
Engineering and Maintenance (PEM) team is responsible for routine maintenance throughout
DWM's facilities but does not have the resources to address all corrective or emergency
maintenance issues that may arise. Given the criticality of DWM's facilities to the health and
well-being of the residents of Durham, DWM has an ongoing need for mechanical, electrical,
plumbing, heating, ventilation, and air-conditioning (HVAC), overhead-door, and fencing
services.
The project involves furnishing of all materials, labor, equipment, tools, etc. unless otherwise
specified, for on-call repairs at Department of Water Management (DWM) facilities, which
include the following:
* Two (2) water treatment plants
* Two (2) water reclamation facilities
* Two (2) water supply dams and raw water pump stations
* Six (6) elevated tank sites
* Two (2) booster pump stations
* Sixty-two (62) lift stations
* DWM Mist Lake Administrative Complex (office facilities, warehouse, trades
workshops and fleet maintenance building)
* DWM Compliance Services Building and Laboratory
DWM intends to enter into multiple on-call governing contracts with multiple qualified
contractors for each of the trades described in Section 40 below. Each selected Contractor
will be required to enter into an on-call governing contract with the City and will be
responsible for performing specified work under an executed Service Order issued pursuant
to their respective governing contract. Contractors will perform work within the trades for
which they have been selected, and the work will include repair, corrective action and/or
maintenance services to ensure safe and reliable operations. The Service Order services will
be provided on an as needed and as requested basis as described below.
1. DWM staff will initially evaluate the general scope and complexity of the work
required, including needed trade and/or services and whether multiple informal
quotes are required.
a. For services in the Plumbing and Overhead Door categories with a value of
more than $30,000, three quotes will be solicited from contractors in the
respective trade area.
b. For all other trade categories, or for any service with a value of less than
$30,000, the City shall rotate through the On-Call list for the required trade.
The number of projects and dollar amount will be spread amongst contractors
in a trade as evenly as possible.
2. The qualified on-call contractor(s) will review any drawings, specifications, reports,
etc. provided by City staff.
3. Based on input from the qualified on-call contractor(s), City staff will decide on a final
scope of services.
4. DWM will request the qualified on-call contractor(s) provide quotes for labor, material
and equipment based on an agreed schedule. If multiple quotes are required, the
lowest responsible, responsive quote will be used.
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5. The selected contractor will execute a written Service Order with the City outlining the
scope of work and cost of work made pursuant to the terms of the on-call governing
contract.
6. The Contractor shall perform all work necessary in accordance with approved
schedule.
7. The Contractor shall submit all final documentation for all time and materials pursuant
to the terms of the Service Order and on-call governing contract for City staff review
and final approval.
8. The Contractor will be required to address all identified deficiencies in the work.
40. Scope of Work and Qualifications. The City is soliciting proposals to contract with
multiple qualified firms from the various trades listed below to perform one or more of the
services described. The total number of Contractors selected to contract with the City in the
trades listed below will be determined in the discretion of the City based on the evaluation
criteria discussed under Section 180; the needs of the City; administrative burden of
managing multiple contracts; and other factors determined to be in the best interest of the
City.
A. Mechanical Repair Services
1. INCLUDED SERVICES
This contract will be used when a mechanical issue requires a quick response,
when adequate City maintenance crews are unavailable, or when City staff do
not have the expertise or qualifications required to address the issue. The list
below is intended to provide an example of the types of work that may be
requested but is not intended to serve as an exhaustive list. Required
services may include, but are not limited to,
repair/replacement/maintenance/fabrication of a wide variety of mechanical
equipment common to the water/wastewater industry such as:
* Pumps (up to 1000 HP)
* Valves
* Piping (of various materials, up to 72" diameter)
* Flow meters
* Blowers
* Compressors
* Conveyors
* Motors/engines
* Tanks
* Vaults
* Miscellaneous process equipment
* Buildings/structures
The City intends to address buried pipelines, earthwork, and paving via
other contracts.
2. EXPERIENCE AND QUALIFICATIONS
a. Project Experience: Provide project details and references for at least
5 projects completed within the past 5 years at water/wastewater
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facilities. Example projects should be at least $50,000 in value, with at
least one project involving emergency repair work. Details for example
projects shall include: Owner Name, Facility Name, contact person
name with email/phone number, project description, project value, and
date completed.
b. Contractor Certifications: Contractor should possess license
appropriate for the industry under the applicable North Carolina
licensing authority.
c. Submit Qualifications of Key Personnel to include, but not necessarily
limited to:
* Project Manager
* Superintendent
* Foreman
B. Electrical Repair Services
1. INCLUDED SERVICES
The services are to be provided on an as-needed and requested basis. They
include, but are not limited to: maintaining, repairing, inspecting, testing,
calibration, troubleshooting, and upgrading electrical distribution equipment.
Examples of typical services that could be performed as part of this scope are
listed below. This is not an exhaustive list but is meant to provide an idea of
what type of work could be involved at the facilities.
* Circuit breaker testing and protective relay testing in accordance with
ANSI/NETA standards
* Insulating oil testing and gas analysis
* Troubleshooting and repairs to circuit breakers, switches,
transformers, starters, cables, splices and switchgear
* Power quality analysis
* Infrared analysis
* Electrical safety analysis, arc flash analysis, and short circuit analysis
* Cable testing in accordance with ANSI/NETA standards
* Substation and substation battery system maintenance,
troubleshooting and repair
* Upgrade and modernize protective relays and circuit breakers
2. EXPERIENCE AND QUALIFICATIONS
a. Project Experience: Provide project details and references for at least
5 projects completed within the past 5 years. Example projects should
be at least $10,000 in value, with at least one project involving
emergency repair work and high voltage environment. Details for
example projects provided on bid form shall include: Owner Name,
Facility Name, contact person name with email/phone number, project
description, project value, and date completed.
b. Contractor Certifications: Contractor shall possess certifications and
licenses appropriate for the industry.
c. Qualifications of Key Personnel such as:
* Project Manager
* Superintendent
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* Foreman
C. HVAC Repair Services
1. INCLUDED SERVICES
The services are to be provided on an as-needed and requested basis. They
include, but are not limited to: perform preventive maintenance, repairs,
troubleshooting, upgrades and replacement or new installation of heating,
ventilation and air conditioning (HVAC) equipment and systems. Examples of
typical equipment under this scope are listed below. This is not an exhaustive
list but instead it is meant to provide an idea of what type of work could be
involved at the facilities.
* Air handling units
* Package AC units
* Heat pumps
* Split systems
* Unit heaters
* Exhaust fans
* Makeup air units
* Chilled and hot water pumps
* Heat exchangers
* Chillers
* Geothermal systems
* Boilers
2. EXPERIENCE AND QUALIFICATIONS
a. Project Experience: Provide project details and references for at least
5 projects completed within the past 5 years. Example projects should
be at least $5,000 in value, with at least one project involving
emergency repair work. Details for example projects provided on bid
form shall include: Owner Name, Facility Name, contact person name
with email/phone number, project description, project value, and date
completed.
b. Contractor Certifications: Contractor shall possess certifications and
licenses appropriate for the industry.
c. Qualifications of Key Personnel such as:
* Project Manager
* Superintendent
* Foreman
D. Plumbing Services
1. INCLUDED SERVICES
The services are to be provided on an as-needed and requested basis. They
include, but are not limited to: perform preventive maintenance, repairs,
troubleshooting, upgrades and replacement, and new installation of all manner
of plumbing systems that include but are not limited to:
* Backflow preventers
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* Hydrants
* Reclaim water system
* Plumbing fixtures
* Domestic potable water heaters
* Boilers
* Piping
2. EXPERIENCE AND QUALIFICATIONS
a. Project Experience: Provide project details and references for at least
5 projects completed within the past 5 years. Example projects should
be at least $5,000 in value, with at least one project involving
emergency repair work. Details for example projects provided on bid
form shall include: Owner Name, Facility Name, contact person name
with email/phone number, project description, project value, and date
completed.
b. Contractor Certifications: Contractor shall possess certifications and
licenses appropriate for the industry.
c. Qualifications of Key Personnel such as:
* Project Manager
* Superintendent
* Foreman
E. Fencing Services
1. INCLUDED SERVICES
The services are to be provided on an as-needed and requested basis. They
include, but are not limited to: perform preventive maintenance, repairs,
troubleshooting, upgrades and replacement, and new installation of:
* Gates and gate operators
* Perimeter fencing
* Gate systems
* Loop systems
* Safety devices
2. EXPERIENCE AND QUALIFICATIONS
a. Project Experience: Provide project details and references for at least
5 projects completed within the past 5 years. Example projects should
be at least $5,000 in value, with at least one project involving
emergency repair work. Details for example projects provided on bid
form shall include: Owner Name, Facility Name, contact person name
with email/phone number, project description, project value, and date
completed.
b. Contractor Certifications: Contractor shall possess certifications and
licenses appropriate for the industry.
c. Qualifications of Key Personnel such as:
* Project Manager
* Superintendent
* Foreman
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F. Overhead Door Services
1. INCLUDED SERVICES
The services are to be provided on an as-needed and requested basis. They
include, but are not limited to performing preventive maintenance, repairs,
troubleshooting, upgrades and replacement, and new installation of
mechanical equipment related to:
* Overhead doors
2. EXPERIENCE AND QUALIFICATIONS
a. Project Experience: Provide project details and references for at least
5 projects completed within the past 5 years. Example projects should
be at least $2,000 in value, with at least one project involving
emergency repair work. Details for example projects provided on bid
form shall include: Owner Name, Facility Name, contact person name
with email/phone number, project description, project value, and date
completed.
b. Contractor Certifications: Contractor shall possess certifications and
licenses appropriate for the industry.
c. Qualifications of Key Personnel such as:
* Project Manager
* Superintendent
* Foreman
50. Compensation Amount and Schedule. The compensation amounts and schedule will
be determined based on the negotiated Service Order in accordance with the executed on-
call governing contract.
Each Service Order will be executed as project needs arise in an amount not to exceed the
following for each trade:
Trade Amount Per Service Order
Mechanical $250,000
Electrical $250,000
HVAC $250,000
Plumbing $250,000
Fencing $250,000
Overhead Door $250,000
Project costs for each Service Order will be determined from a time and material basis using
the costs that are imputed into Exhibit B - Pricing Proposal Forms.
The schedule for each Service Order will be determined by the project manager on a case-
by-case basis depending on the nature of the work.
60. Definitions in this RFP: City, RFP, Proposal, Candidate, Contractor, Should. Unless
the context indicates otherwise - (a) The expressions "RFP," "this RFP," and "the RFP" refer
to this document as it may be amended or updated. (b) "City" and "city" mean the City of
Durham. (c) The "proposal" or "Bid" is the response of a person, firm, or corporation
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2026 COD DWM On-Call Repair and Emergency Services RFP

proposing to provide the services sought by this RFP. (d) The word "Candidate" or
"candidate" is the person, firm, or corporation that submits a proposal or that is considering
submitting a proposal. (e) The word "Contractor" or "contractor" is the person, firm, or
corporation with which the City enters into a contract to provide the services sought by this
RFP. That is, "contractor" generally refers to a successful candidate that has obtained a fully
executed contract with the City, while "candidate" is generally reserved to the stage before a
contract has been signed. (f) The word "should" is used to tell candidates what the City
thinks it wants and/or what the project manager thinks is best. Candidates that want to
increase the likelihood of being selected will, in general, do what the RFP says candidates
"should" do, but failure to comply with all "shoulds" will not necessarily and automatically
result in rejection.
70. Contract. The City anticipates that at the conclusion of the RFP process there will be a
contract between the City and the successful candidate under which the successful
candidate will provide the goods and services generally described in this RFP. It is the City's
intention to use the contract that is attached as Exhibit A - Contract Template, modified and
filled in to reflect the RFP and the proposal. A candidate's response to the RFP creates an
assumption that the candidate accepts all standard City contract terms and conditions.
80. Trade Secrets and Confidentiality. As a general rule, all submissions to the City are
available to any member of the public. However, if materials qualify as provided in this
section, the City will take reasonable steps to keep trade secrets confidential.
Definitions.
In this section (Trade Secrets and Confidentiality) -
The term "candidate" includes the candidate as contractor (that is, after it is a party to
a contract with the City).
The term "trade secret" means business or technical information, including but not
limited to a formula, pattern, program, device, compilation of information, method,
technique, or process that:
a. Derives independent actual or potential commercial value from not being
generally known or readily ascertainable through independent development or
reverse engineering by persons who can obtain economic value from its
disclosure or use; and
b. Is the subject of efforts that are reasonable under the circumstances to
maintain its secrecy.
The existence of a trade secret shall not be negated merely because the
information comprising the trade secret has also been developed, used, or
owned independently by more than one person, or licensed to other persons.
The term "record" means all documents, papers, letters, maps, books, photographs, films,
sound recordings, magnetic or other tapes, electronic data-processing records, artifacts, or
other documentary material, regardless of physical form or characteristics, received by the
City of Durham in connection with the candidate's proposal.
(a) Designation of Confidential Records. To the extent that the candidate wishes
to maintain the confidentiality of trade secrets contained in materials provided to
the City, the candidate shall prominently designate the material with the words
"trade secrets" at the time of its initial disclosure to the City. The candidate shall
not designate any material provided to the City as trade secrets unless the
candidate has a reasonable and good-faith belief that the material contains a
trade secret. When requested by the City, the candidate shall promptly disclose
to the City the candidate's reasoning for designating material as trade secrets; the
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