ROUTINE GENERATOR MAINTENANCE & EMERGENCY REPAIR SVC. FOR DEPT. OF WATER MGT. PLANT & FACILITIES

REQUEST FOR PROPOSALS
FOR
ROUTINE GENERATOR MAINTENANCE AND EMERGENCY REPAIR
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
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. Pre-submittal conferences, meetings, and site visits
170. Updates and revisions to RFP
EVALUATION CRITERIA
180. Evaluation Criteria
190. Team Qualifications
200. Project Experience and References
210. Team Location & Availability
220. Cost
230. Reserved
CONTENTS OF PROPOSAL
240. Contents of Proposal
240.1 Contact Information
240.2 Legal Status oof the Candidate and Signers
240.3 Team Qualifications
240.4 Project Experience and References
240.5 Team Location & Availability
240.6 Cost
240.7 Methods and Procedures
240.8 Compensation
240.9 Assumptions Regarding City of Durham Actions and Participation
240.10 UBE Participation
240.11 Small Local Business Enterprises (SLBEs)
240.12 Financial Condition, Insurance, Bonds, and Taxes
240.13 Conflict of Interest
240.14 Non-collusion
COVER LETTER WITH PROPOSAL
250. Cover letter
260. Addendums
HOW TO SUBMIT A PROPOSAL
270. How to submit a proposal
280. Format
2
COD DWM Routine Generator Maintenance and Emergency Repair Services RFP

290. Reserved
300. Candidate to Bear Expense; No Claims against City
320. State Treasurer's list regarding Iran and Boycott of Israel
320. Notice Under the Americans with Disabilities Act (ADA)
330. Values of City of Durham
EXHIBITS
Exhibit A - Contract Template
Exhibit B - Pricing Proposal Forms
Exhibit C - Generator Preventative Maintenance Checklist
Exhibit D - Goods and Services Forms
Request for Proposal (RFP) for qualified firms to provide routine generator maintenance and emergency repair services for
generators under the City of Durham's Department of Water Management plants and facilities for a term of three years,
with the option of two additional one-year extensions at the City's discretion.
10. Date of RFP: The date of issuance is June 22, 2026.
20. Project Manager and Contact with City; Questions about this RFP. Direct questions and concerns to
Ben Mason
Engineer
Utility Engineering
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:
Daniel Hamlin
Engineering Manager
Utility Engineering
Department of Water Management
1600 Mist Lake Drive
Durham, NC 27704
Daniel.Hamlin@durhamnc.gov
DESCRIPTION OF PROJECT AND NATURE OF RFP
30. Project. The City of Durham's Department of Water Management (DWM) owns and operates a number of facilities and
sites for the purpose of water and wastewater treatment. In order to protect the health and safety of Durham residents,
these sites must maintain operation to create and supply potable drinking water, and collect and treat wastewater for the
City of Durham. To ensure that these sites maintain operational status during an event where electrical power cannot be
supplied by the power grid, these facilities have back-up generators that to supply power.
3
COD DWM Routine Generator Maintenance and Emergency Repair Services RFP

This project involves furnishing of all materials, labor, equipment, tools, etc. unless otherwise specified, for routine and
emergency maintenance for the emergency generators at each of the Department of Water Management (DWM) facilities,
which include the following:
* Two Water Treatment Plants - Three (3) generators and One (1) diesel engine
* Two Water Supply Dams - Two (2) generators
* Two Booster Pump Stations - Two (2) generators
* One Elevated Water Storage Tank Site - One (1) Generator
* Two Water Reclamation Facilities - Eight (8) generators
* Sixty-three Lift Stations - Sixty-three (63) generators
* DWM Mist Lake Administrative Complex - One (1) generator
* DWM Compliance Services Building and Laboratory - One (1) generator
There is one (1) diesel engine and eighty-one (81) generators in total throughout DWM facilities that range from 10-2500
kilowatts in power rating. Of the eighty-one (81) generators, three (3) are natural gas, one (1) is liquefied petroleum gas
(LPG), and the remainder are diesel. The contractor will be responsible for providing routine preventative and emergency
maintenance services to ensure safe and reliable operations of the various generators. For emergency services, tasks will be
requested on an as needed basis. For routine preventative maintenance, tasks will be done on a monthly, quarterly, semi-
annual, annual, biannual or triannual basis to keep the generators in compliance with NFPA 110-Standard for Emergency
and Standby Power Systems and DWM's maintenance standards.
40. Scope of Work. The City is soliciting proposals from qualified firms to perform the following services for each generator
component and its appurtenances. Each task will be signed off by the generator technician in the Exhibit C - Generator
Preventative Maintenance Checklist. Candidates are also strongly encouraged to provide their own preventative
maintenance schedule, which can substitute for DWM's preventative maintenance checklist, so long as all the required
tasks are embedded in the contractor's checklist.
SCOPE OF WORK INCLUDES:
A. Monthly Requirements
a. Site Area
i. Visual check of the site exterior.
ii. Visual check of the site interior.
b. D.C Electrical System
i. Visual check of battery(ies).
ii. Check of battery terminal for corrosion.
iii. Check of battery electrolyte levels if applicable. Addition of electrolyte as required.
iv. Check of battery terminal-to-cell connection resistance. Rehabilitation of connections if
required. Addition of anti-corrosion grease to terminals and connections if required.
v. Measurement and recording of individual battery cell and battery string float voltages.
vi. Replacement of defective batteries as needed.
vii. Inspection of all electrical wiring, components, relays, switches, cords, plugs for loose
connections, scorched or frayed wires, and burnt contacts. Correction of deficiencies as
needed.
viii. Check of electrical starter and alternator to ensure production of required voltage.
ix. Inspection of battery charger and its connections.
c. A.C. Electrical System
i. Testing of the operation of the control panel and switchgear.
ii. Inspection of the A.C. generator voltage regulator.
iii. Inspection of all electrical wiring, components, relays, switches, cords, plugs for loose
connections, scorched or frayed wires, and burnt contacts. Correction of deficiencies as
needed.
d. Control Panel
i. Visual inspection of the control panel. Verification that the system is in "Auto" mode during
normal operation.
ii. Inspection of all electrical wiring, components, relays, switches, cords, plugs for loose
connections, scorched or frayed wires, and burnt contacts. Correction of deficiencies as
needed.
iii. Inspection of control panel interior. Cleaning of the inside of the control panel with vacuum or
brush if necessary.
4
COD DWM Routine Generator Maintenance and Emergency Repair Services RFP

iv. Check of all indicating lamps, thermometers, gauges, etc. for proper operation.
e. Engine
i. Check of the oil level in the crankcase with dipstick. Addition of oil as necessary. Check of the
crankcase heater to verify proper operation.
ii. Check of radiator coolant level.
iii. Check of the belts for tension and wear. Adjustment or replacement of the belts if required.
iv. Check of the electrical wiring connections and switches. Adjustment or tightening of
connections as required.
v. Inspection of piping, hoses, fittings, valves, seals, flanges, connectors, tubing and packing for
damage or leaks. Repair of minor leaks as required.
f. Generator
i. Inspection of all electrical wiring, components, relays, switches, cords, plugs for loose
connections, scorched or frayed wires, and burnt contacts. Correction of deficiencies as
needed.
ii. Inspection of all equipment structural components. Tightening or replacement of loose,
missing, or damaged nuts, bolts, and screws as needed.
iii. Check of proper alignment, clearances, and rotation of shaft and coupler. This includes
removing and reinstalling the safety cover.
iv. Inspection of the transfer switch connections. Verification that there is no evidence of
overheating and corrosion, dust or dirt, or deterioration of the contacts.
v. Performance of the transfer switch test.
vi. Performance of thirty (30) minute load test with minimum manufacturer recommended
exhaust temperature and a minimum of thirty (30%) percent of the nameplate kilowatt rating
load. Verification that the operating and exhaust temperature meet the minimum
requirements.
vii. Cleaning of the exterior of the generator. Removal of any debris from the equipment.
Cleaning of the surrounding area.
g. Air Induction and Exhaust System
i. Visual check of the exhaust piping and air induction piping. Notation of any leaks that are
present
ii. Check of the air cleaner units, oil bath, or dry type.
iii. Check of the air induction piping and connections.
iv. Inspection of the turbocharger/blower. Verification that "wet-stacking" has not occurred.
v. Check of the exhaust manifold, piping, and connections.
h. Power Unit
i. Inspection of structural components.
ii. Visual check of the couplings.
i. Lubrication System
i. Check of the engine oil level.
ii. Check of the crankcase pressure.
iii. Check of the crankcase breather. Replacement of crankcase breathers as needed.
iv. Check of the engine governor oil level and linkage.
v. Check of the fan drive bearings.
vi. Check of the generator bearings.
vii. Check of the engineer starter oil (for air types only).
viii. Check of the gauges and safety mechanisms such as guards.
ix. Check of the accessory drives (if applicable).
j. Fuel System
i. Visual inspection of the fuel system and its components. Verification that no leaks are present.
ii. Inspection of the fuel tank/day tank exterior for damage and/or corrosion.
iii. Inspection of emergency vents and verification that the vents can move freely and without
obstruction.
iv. Inspection of the fuel tank/day tank fill level. Verification that it is three quarters (3/4) full.
v. Check of the gauges and safety mechanisms.
k. Cooling System
i. Visual inspection of the coolant lines including connections and hoses. Verification that no
leaks are present.
ii. Check of the engine coolant level.
iii. Check of the radiator core/heat exchanger.
iv. Check of the water jacket if applicable.
5
COD DWM Routine Generator Maintenance and Emergency Repair Services RFP

B. Semi-Annual Requirements
a. Fuel System
i. Check of the fuel condensation level.
C. Annual Requirements
a. Generator
i. If the 30-min load test has been skipped for a month or longer, performance of a 1.5-hour
generator load test per NFPA 110 8.4.2.4.
b. Power Unit
i. Inspection of clutch assembly. Verification that clutch engages or disengages smoothly.
ii. Performance of preventative maintenance on couplings.
c. Lubrication System
i. Performance of engine oil change with multi-grade oil that exceeds performance
requirements of manufacturer recommendation.
ii. Collection of engine oil sample to send to certified laboratory for analysis.
d. Fuel System
i. Replacement of primary and secondary fuel filters.
ii. Check of fuel system components such as hoses and piping.
iii. Collection of fuel sample to send to certified laboratory for analysis.
e. Cooling System
i. Collection of coolant sample to send to certified laboratory analysis. Analysis shall include
glycol concentration for freeze and boil protection, pH, conductivity, identification of source
of metal corrosion, scaling and contaminants, and water hardness.
D. Biannual Requirements
a. Generator
i. For Level 1 emergency power supply, performance of test on generator and ATS system
(within 36 months) per NFPA 110 8.4.9 at the required duration per NFPA 110 4.2.
b. Lubrication System
i. Perform engine oil filter change.
E. Triannual Requirements
a. Engine
i. Draining and replacement of the radiator coolant every three (3) years unless dictated by
coolant analysis.
F. Emergency and Non-Routine Services
a. Emergency and Non-Routine services will be solicitated on an as-needed basis. The specific scope will be
determined for each emergency service per task order. This could include but is not limited to:
i. Diagnosing the cause of a faulty generator
ii. Replacing faulty components such as batteries, fuel lines, radiators, bearings, etc.
iii. Performing reliability tests after repair or replacement is complete
iv. Providing temporary generator power during duration of work
b. The required response time for emergency services shall be no greater than two (2) hours.
QUALIFICATIONS INCLUDE:
A. Experience
a. Successful completion of Generator Maintenance for at least 5 contracts with over 20 generators of
varying manufacturers and size (minimum of 480 volt 3-phase power and 30kW), and for which the
applicant provided emergency repair services during the contract.
b. Include projects that are most similar in scope to this Routine Generator Maintenance and Emergency
Repair Services project. Provide information on each project including the following:
i. Project Manager
ii. Project and Facility Name, Location, and Owner
iii. Number, Manufactures and Sizes (Voltage and kW) of generators maintained and serviced
iv. Contract Start and End Dates
v. Description of Contract. Include routine maintenance tasks performed, and examples of
emergency repair services conducted
vi. ATS Preventative Maintenance Routine
6
COD DWM Routine Generator Maintenance and Emergency Repair Services RFP

B. Personnel Qualifications
a. The contractor shall designate a project manager, lead and back-up technicians with experience on
projects of a similar size and scope. Applicant must dedicate the proposed personnel to the project and
may not make changes without written approval from the City. Applicant should also designate other
employees that will be providing technical assistance on the project.
b. The following qualifications will also be considered in this evaluation:
i. Applicants corporate organizational chart and number of employees
ii. Years of generator service experience of key personnel and their experience on similar
projects. Expected experience is at least 5 years.
iii. Number of lead and back-up technicians, with a minimum requirement of one each.
iv. Electrical Generating Systems Association (EGSA) certification for key personnel.
v. Experience maintaining 10kW to 2500kW rated generators that utilize natural gas, diesel, and
propane as fuel.
vi. Experience maintaining diesel engines.
C. Equipment
a. Contractor must have access and be able to provide all equipment, tools, and vehicles needed to
maintain diesel, propane, and natural gas generator that have a power rating between 10kW to
2500kW. Must also have the tools and equipment to maintain diesel engines.
50. Compensation Amount and Schedule. The Contractor shall send invoices to the City on a monthly basis for the
amounts to be paid pursuant to this contract. Each invoice shall document information as may be reasonably requested by
the City to the reasonable satisfaction of the City. Within thirty (30) days after the City receives an invoice, the City shall
send the Contractor a check in payment for all undisputed amounts contained in the invoice. The City shall not be obligated
to pay the Contractor any payment, fees, expenses, or compensation other than those authorized by this section.
The total project cost of the contract will be determined by the costs provided in Exhibit B - Pricing Proposal Forms.
Each site will be visited on a monthly basis to perform the various maintenance tasks required. A proposed schedule for
performing monthly maintenance at all sites shall be provided by the Contractor.
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 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, modified and filled in to reflect the RFP
and the proposal. If a candidate objects to any of the contract provisions, it should state the objections in its proposal. An
objection does not guarantee that the City will change its contract provisions. Failure to provide objections creates an
assumption that the candidate accepts all standard City contract terms and conditions.
If federal assistance or funds are used in conjunction with the services provided by the candidate, clauses for contracts
involving federal financial assistance shall be incorporated into contract. The Candidate is required to be familiar with these
federal assistance clauses and to comply with them.
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).
7
COD DWM Routine Generator Maintenance and Emergency Repair Services RFP

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 candidate may need to
label parts of that reasoning as trade secrets. In providing materials to the City, the candidate shall make
reasonable efforts to separate those designated as trade secrets from those not so designated, both to facilitate
the City's use of the materials and to minimize the opportunity for accidental disclosure. For instance, if only a
sentence or paragraph on a page is a trade secret, the page must be marked clearly to communicate that
distinction. To avoid mistake or confusion, it is generally best to have only trade secret information on a page and
nothing else on that page.
To the extent authorized by applicable state and federal law, the City shall maintain the confidentiality of records
designated "trade secrets" in accordance with this section. Whenever the candidate ceases to have a good-faith
belief that a particular record contains a trade secret, it shall promptly notify the City.
(b) Request by Public for Access to Record. When any person requests the City to provide access to a record
designated as a trade secret in accordance with subsection (a) above, the City may
(1) decline the request for access,
(2) notify the candidate of the request and that the City has provided, or intends to provide, the person
access to the record because applicable law requires that the access be granted, or
(3) notify the candidate of the request and that the City intends to decline the request.
Before declining the request, the City may require the candidate to give further assurances so that the City can be
certain that the candidate will comply with subsection (c) below.
(c) Defense of City. If the City declines the request for access to a record designated as trade secrets in
accordance with subsection (a), then, in consideration of the promises in (b) above and for considering the
candidate's proposal, the candidate agrees that it shall defend, indemnify, and save harmless Indemnitees from
and against all Charges that arise in any manner from, in connection with, or out of the City's non-disclosure of
the records. In providing that defense, the candidate shall at its sole expense defend Indemnitees with legal
counsel. The legal counsel shall be limited to attorneys reasonably acceptable to the City Attorney.
Definitions. As used in this subsection (c), "Charges" means claims, judgments, costs, damages, losses, demands,
liabilities, fines, penalties, settlements, expenses, attorneys' fees, and interest. Indemnitees" means the City, and
officers, officials, independent contractors, agents, and employees, of the City. "Indemnitees" does not include
the candidate. The City may require the candidate to provide proof of the candidate's ability to pay the amounts
that may reasonably be expected to become monetary obligations of the candidate pursuant to this section. If
the candidate fails to provide that proof in a timely manner, the City shall not be required to keep confidential the
records whose non-disclosure gives rise to the potential monetary obligation. Nothing in this agreement shall
require the City to require any person (including the City itself) to be placed in substantial risk of imprisonment, of
being found by a court to be in contempt, or of being in violation of a court order. This subsection (c) is separate
from and is to be construed separately from any other indemnification and warranty provisions in the contract
between the City and the candidate.
85. Reserved.
90. Reserved
8
COD DWM Routine Generator Maintenance and Emergency Repair Services RFP

100. Insurance. The Contractor agrees to maintain on a primary basis, at its sole expense, and at all times during the life of
this contract the following applicable coverages and limits. The requirements contained herein, as well as the City's review
or acceptance of insurance maintained by the Contractor, is not intended to, and shall not in any manner, limit or qualify
the liabilities or obligations assumed by the Contractor under this contract.
Commercial General Liability - Combined single limit of no less than $1,000,000 each occurrence and $2,000,000
aggregate. Coverage shall not contain any endorsement excluding or limiting Product/Completed Operations, Contractual
Liability, Cross Liability, or Personal and Advertising Injury Liability.
Automobile Liability - Limits of no less than $1,000,000 Combined Single Limit. Coverage shall include liability for Owned,
Non-Owned, and Hired automobiles. In the event the Contractor does not own automobiles, the Contractor agrees to
maintain coverage for Hired and Non-Owned Auto Liability, which may be satisfied by way of endorsement to the
Commercial General Liability policy or by separate Auto Liability policy. Automobile coverage is necessary only if vehicles
are used in the provision of services under this contract or are brought on a City site.
Umbrella or Excess Liability - The Contractor may satisfy the minimum liability limits required above under an Umbrella or
Excess Liability policy. There is no minimum Per Occurrence limit of liability under the Umbrella or Excess Liability. However,
the Annual Aggregate limits shall not be less than the highest "Each Occurrence" limit for required policies. The Contractor
agrees to endorse the City as an "Additional Insured" on the Umbrella or Excess Liability unless the certificate of insurance
states the Umbrella or Excess Liability provides coverage on a "Follow-Form" basis.
Workers' Compensation & Employers Liability - The Contractor agrees to maintain Worker's Compensation Insurance in
accordance with Chapter 97 of the North Carolina General Statutes and with Employer Liability limits of no less than
$1,000,000 for each accident, each employee, and policy limit. This policy must include a waiver of subrogation.
Additional Insured - The Contractor agrees to endorse the City as an Additional Insured on the Commercial General
Liability. The Additional Insured shall read "City of Durham as its interest may appear".
Certificate of Insurance - The Contractor agrees to provide the City a certificate of insurance evidencing that all coverage,
limits, and endorsements required herein are maintained and in full force and effect, and certificates of insurance shall
provide a minimum thirty (30) day endeavor to notify, when available, by the Contractor's insurer. If the Contractor
receives a non-renewal or cancellation notice from an insurance carrier affording coverage required herein or receives
notice that coverage no longer complies with the insurance requirements herein, the Contractor agrees to notify the City
within five (5) Business Days with a copy of the non-renewal or the cancellation notice or with written specifics as to which
coverage is no longer in compliance. The Certificate Holder address should appear as follows:
City of Durham
Attn: Department of Water Management
101 City Hall Plaza
Durham, NC 27701
All primary insurance carriers must be authorized to do business in North Carolina. As used in this contract, "Business Day"
is defined as any day other than Saturdays, Sundays, and any legal holiday recognized by the City pursuant to City Code
Section 42-16, as amended.
110. Discretion of the City.
A. The City of Durham reserves the right to (i) reject any, any part of, or all proposals, or (ii) accept that proposal
which the City deems to be in its best interest, whether or not it is the lowest dollar proposal.
B. NOTWITHSTANDING anything to the contrary in this document or in any addendums to this document, unless the
contrary provision refers specifically to this provision, the City reserves the right (i) to negotiate changes of any nature
with any candidate with respect to any term, condition, or provision in this document and/or in any proposals,
whether or not something is stated to be mandatory and whether or not it is said that a proposal will be rejected if
certain information or documentation is not submitted with it, and (ii) to enter into an agreement for some or all of
the work with one or more persons, firms, or corporations that do not submit proposals. For example, all deadlines
are for the administrative convenience or needs of the City and may be waived by the City in its discretion. This
subparagraph B applies to the entire RFP, including the UBE portions.
C. Where the City asks or tells candidates to do stated things, such as that a proposal should follow a stated format or
that the candidate should do stated things in seeking the contract, the City may reject a proposal because it does not
comply with those requests, so the candidate is adding to its risk of rejection by non-compliance. Still, the City may,
in its discretion, waive non-compliance. This subsection (C) does not limit subsections (A) and (B).
9
COD DWM Routine Generator Maintenance and Emergency Repair Services RFP

D. Of course, once a contract is signed, the parties to the contract may enforce the contract according to its terms as
allowed by applicable law.
SCHEDULE
120. Schedule. The City will follow the timeline for accepting and evaluation proposals below:
Pre-Submittal Conference: July 9th, 2026 at 11:00 AM
Questions Due Date: July 17th, 2026 at 3:00 PM
Proposal Due Date: July 24th, 2026 at 3:00 PM
Proposal Evaluation: July and August 2026
This schedule is the City's best estimate of the schedule that will be followed. If a component of this schedule is delayed,
the rest of the schedule will be shifted by the same number of days.
130. Keeping Proposals Open. All proposals will remain open and valid for the City to accept for a period of 120 days after
the deadline for submission of proposals. The Project Manager may release candidates from this obligation by a written
letter that specifically refers to this paragraph if he or she determines that the candidate and/or the proposal will not meet
the City's needs.
140. Deadline to Submit Proposals. Candidates should see that their proposals are received at the following email
address:
Ben.Mason@durhamnc.gov
By the following date and time:
July 24th, 2026 at 3:00 PM
GETTING MORE INFORMATION ON THE PROJECT AND RFP PROCESS
150. Questions. Questions about the RFP and the RFP process should be submitted to the project manager identified at
the beginning of this RFP.
160. Pre-submittal conferences, meetings, and site visits. The City will conduct a virtual pre-submittal conference on July
9th, 2026 at 11:00 AM. Interested contractors are highly encouraged to attend. Attendees should already be familiar with
this RFP. The meeting will include an overview of the project, review of submitting a proposal, review Underutilized
Business Enterprise (UBE) requirements, and time for questions.
170. Updates and revisions to RFP. If you have supplied the Project Manager with your preferred method of contact
(email, fax, etc.), updates to this RFP ("addendums" or "addenda") will be sent to you in that manner. This RFP and
addendums are normally posted on the City's website, on the Purchasing Division's webpage. Check that webpage to see
that you have received all addenda.
EVALUATION CRITERIA
180. Evaluation Criteria. If an award is made, it is expected that the City's award will be to the candidate that agrees to
meet the needs of the City. A number of relevant matters will be considered, including qualifications and cost.
190. Team Qualifications - 25 points
Scoring will be based on the proposed team members' presented credentials and experience on similar scopes of work.
200. Project Experience and References - 25 points
Scoring will be based on the company's experience on projects of a similar size and scope.
210. Team Location & Availability - 20 points
Scoring will be based on the proximity of the proposed team members to Durham, demonstrated availability to perform the
work, and the standard and emergency response times presented in Exhibit B.
220. Cost - 30 points
Scoring will be based on labor rates, owned equipment rates, material costs and potential subcontractor costs.
230. Reserved
10
COD DWM Routine Generator Maintenance and Emergency Repair Services RFP