Project Information

Bid Title

HVAC Chiller Preventive Maintenance - Trane

Issuing Agency

State Government of North Carolina

Location

North Carolina

Published Date

May 13, 2026

Closing Date

May 28, 2026

Government Level

State & Local

Status

Closed

Ref. #

251-27-086

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Solicitation Number:	251-27-086
Project Title:	HVAC Chiller Preventive Maintenance - Trane
Description:	Wake County Public School System is seeking to secure a contract, or contracts, to provide HVAC Chiller Treatment Preventive Maintenance-Trane at various WCPSS facilities throughout the district now or hereafter owned, leased, or possessed by WCPSS.
Opening Date:	5/28/2026 11:00 AM
Posted Date:	5/13/2026
Status:	Open
Department:	WAKE COUNTY BD OF EDUCATION

Solicitation Number * 251-27-086	Department WAKE COUNTY BD OF EDUCATION	Status Reason Open
Opening Date 2026-05-28T11:00:00.0000000	Posted Date * 2026-05-13T12:19:34.0000000Z	Primary Commodity Code Heating and cooling and air conditioning HVAC construction and maintenance services
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * Select RFP IFB RFI
Owner Clarence Rogers
Description Wake County Public School System is seeking to secure a contract, or contracts, to provide HVAC Chiller Treatment Preventive Maintenance-Trane at various WCPSS facilities throughout the district now or hereafter owned, leased, or possessed by WCPSS.

Attachment Preview

Memorandum from Purchasing Department

Letter of Instruction

To: Prospective Parties

Thank you for your interest in the Wake County Public School System (WCPSS). Please review the following instructions

prior to submitting your proposal.

• All submittals must be organized and indexed according to the order of the required subject matter. The

information contained in your submittal should be indexed and easily accessed by WCPSS. WCPSS is not required

to seek clarification on any proposal that does not meet these minimum requirements.

• Prior to submitting and executing the proposal, please make sure you read and understand the terms and

conditions referenced. All proposals are subject to the terms and conditions outlined herein. All responses will be

controlled by such terms and conditions and the submission of other terms and conditions, price lists, catalogs,

and/or other documents as part of an offeror’s response will be waived and have no effect either on this Request

for Proposals or on any contract that may be awarded resulting from this solicitation. The attachment of any other

terms and conditions by the Offeror may be grounds for rejection of that proposal. Offeror specifically agrees to

the conditions set forth in the above paragraph by signature to the proposal.

• WCPSS will adhere to strict deadlines as indicated in the solicitation document and thus will not make exceptions

to these dates and times.

• Please read carefully the section titled CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING THE RFP

PROCESS. If you questions concerning this information please direct all questions to Debra Wallace at

dwallace2@wcpss.net.

• Offerors are cautioned that this is a request for offers, not a request to contract, and WCPSS reserves the

unqualified right to reject any and all offers when such rejection is deemed to be in the best interest of WCPSS.

• In submitting a proposal, the Offeror agrees not to use the results therefrom as part of any news release or

commercial advertising.

• Submit one (1) signed, original response via electronic Vendor Portal (eVP) by the specified time and

date of opening. Vendor shall bear all risk for late electronic submission due to unintended or

unanticipated delay, including but not limited to internet issues, network issues, or local power

outages. Vendor must include all the pages of this solicitation in their response. Inability by WCPSS to

open the Vendor’s files may result in the offer(s) being rejected as non-responsive.

• Questions or issues related to using the eVP Ariba Sourcing Tool can be directed to the North Carolina

eProcurement Help Desk at 888-211-7440, Option 2. Help Desk representatives are available Monday

through Friday from 7:30 AM EST to 5:00 PM EST.

• Offerors are cautioned that responses will be deemed nonresponsive if they do not include all required information

and submittals as requested.

• Offerors shall not be debarred from doing business with Wake County, North Carolina or the federal government.

Offeror shall disclose any debarment or UCC lien.

• The award and subsequent contract for these services is not subject to the use of federal funding and cannot be

used for purchases as such. In the event federal funding is required for this service at a later date, the district will

solicit new proposals with federal funding requirements and regulations and issue an award for those services only.

• WCPSS publicly advertises proposal solicitations on the following sites: NC eVP), https://evp.nc.gov/, WCPSS Purchasing

http://www.wcpss.net/domain/101, and NC Historically Underutilized Businesses https://ncadmin.nc.gov/businesses/historically-

underutilized-businesses-hub/submit-bid-opportunities-hub. Please review these sites for updates and amendments during

the proposal time frame.

• In the event a prebid meeting is scheduled, offeror is urged and encouraged to attend. Site visits are scheduled

through appropriate WCPSS staff and cannot be scheduled individually.

• All communication shall be in written form (email) and directed to the buyer of record identified within this

document. Deviations from this may subject your response to disqualification.

1 | Page

Request for Proposal # 251-27-086

1551 Rock Quarry Rd – Bldg. F

Raleigh, NC 27610

Refer ALL Inquiries to: Clarence Rogers

E-Mail: bids-crogers7@wcpss.net

Proposals will be publicly opened: M a y 2 8 , 2 0 2 6 , a t

11:00AM/ET

Contract Type: Agency Specific Term Contract

Commodity/Service: H V A C C h i l l e r P r e v e n t i v e

Maintenance-Trane Service Agreement

Commodity Code: 721512

Using Agency Name: WAKE COUNTY PUBLIC SCHOOL SYSTEM

NOTICE TO VENDORS

Electronic proposals, subject to the conditions made a part hereof, will be received until 11:00 AM ET on the day of opening and

then opened, for proposal submittal process the commodity or service as described herein. Refer to proposal submittal below

for information regarding delivery. Proposals submitted via email or non-sealed in response to this invitation for proposals will

not be acceptable. Proposals are subject to rejection unless submitted on this form.

EXECUTION

In compliance with this invitation for proposals, and subject to all the conditions herein, the undersigned offers and

agrees to furnish and deliver any or all items or services upon which prices are proposed, within the time specified herein.

By executing this proposal, I certify that this proposal is submitted competitively and without collusion.

Failure to execute/sign proposal prior to submittal may render bid invalid. Late proposals are not acceptable.

VENDOR:

STREET ADDRESS:

CITY & STATE & ZIP:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE

TYPE OR PRINT NAME & TITLE OF PERSON SIGNING:

AUTHORIZED SIGNATURE:

DATE:

FEDERAL ID OR SOCIAL SECURITY NO.

P.O. BOX:

TELEPHONE NUMBER:

ZIP:

TOLL FREE TEL. NO

(800)

FAX NUMBER:

E-MAIL:

Offer valid for 60 days from date of proposal opening unless otherwise stated here:

%

days.

days. Prompt Payment Discount:

Submit one (1) signed, original executed proposal response via eVP (emails not accepted).

PROPOSAL SUBMITTAL: This is an absolute requirement. Late bids, regardless of cause, will not be opened or considered,

and will be automatically disqualified from further consideration. Vendor shall bear the sole risk of late submission due to

unintended or unanticipated delay. It is the Vendors’ sole responsibility to ensure its proposal has been received as

described in this RFP by the specified time and date of opening. Failure to submit a proposal in strict accordance with

instructions provided shall constitute sufficient cause to reject a Vendor's proposal(s). Solicitation responses are subject to

Sealed Bidding requirements.

Vendors’ proposals for this procurement must be submitted through electronic Vendor Portal (eVP). For training on how to

2 | Page

use eVP to view solicitations, submit questions, develop responses, upload documents, and submit offers to the district,

Vendors should go to the following site: https://eprocurement.nc.gov/training/vendor-training

RFP SCHEDULE

The table below shows the intended schedule for this RFP. WCPSS will make every effort to adhere to this schedule.

Event

Responsibility

Issue RFP

WCPSS

Questions submitted to: bids-crogers7@wcpss.net Vendor/WCPSS

(Reference RFP # 251-27-086 in subject line)

Date and Time

May 13, 2026

May 15, 2026, at 11:00 AM/ET

Provide Response to Questions

Submit Proposals

Public Live Bid Opening

WCPSS

Vendor

WCPSS, Vendor

May 20, 2026

May 28, 2026, at 11:00 AM/ET

May 28, 2026, at 11:00 AM/ET

Microsoft Teams meeting:

Join:

https://teams.microsoft.com/meet/2487242005039

27?p=lBDGFXB68qdQR8x7Sx

Meeting ID: 248 724 200 503 927

Passcode: 7Np6GE2i

Dial in by phone

+1 929-376-1007,,348207992# United States, New

York City

Find a local number

Phone conference ID: 348 207 992#

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, in written

form by the above due date. WCPSS will not respond to questions via telephone or telephone message(s).

Written questions shall be emailed to bids-crogers7@wcpss.net at date and time specified above. Vendors should enter

“RFP # 251-27-086 Questions” as the subject for the email. Questions submittals should include a reference to the applicable

RFP section and be submitted in a format shown below:

Reference

RFP Number, Page Number, Section Name

Example: RFP#251-27-086, Page 4, Term of Contract

Vendor Question

Vendor question …?

Questions received prior to the submission deadline date, WCPSS’ response, and any additional terms deemed necessary by

WCPSS will be posted in the form of an addendum to the Interactive Purchasing System (IPS), http://www.ips.state.nc.us

and WCPSS Purchasing website http://www.wcpss.net/domain/101, and shall become an Addendum to this RFP. No

information, instruction or advice provided orally or informally by any WCPSS 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.

3 | Page

Proposal Evaluation

All proposals will be evaluated by representatives of WCPSS. WCPSS may, at its sole discretion, ask for additional

information and/or elect to conduct interviews with finalists to clarify information provided in the proposals. The services

that are the subject of this RFQ/P are not required to be bid under North Carolina law, and none of the statutory

requirements regarding public bidding apply to this RFQ/P. This document, and not those statutes, will govern the selection

process under G.S 143-129.

WCPSS shall not be required to award the contract to the lowest proposed compensation; nor shall WCPSS have any

obligation to explain its decision to recommend or not to recommend any particular vendor or to invite or exclude any

particular vendor from consideration at any stage of the process. Instead of recommending that contracts be awarded to

one or more vendors who presented proposals, WCPSS may, at its sole discretion, reject the proposals and repeat the

process, enter into direct contract negotiations with one or more vendors (possibly including vendors who have not

previously submitted proposals) or take any other action WCPSS deems advisable under all the circumstances.

WCPSS is expected to make any final selection(s) based upon any factors or considerations WCPSS deems relevant. Factors

often considered include qualifications, relevant experience, fees, and ability to perform work in a timely manner. WCPSS

retains sole discretion to award the contract to the vendor(s) it believes will best serve the interests of WCPSS and may

consider any factors, documents, or information it deems relevant in making that determination. WCPSS shall not have any

obligation to explain its decision to select or not select any individual vendors or to invite or exclude any individual vendors

from consideration at any stage of the process. The decision of WCPSS to accept or reject any proposals and to award

contract(s) to any one or more vendor(s) shall be final and not subject to further review.

Vendors are subject to immediate disqualification at any stage of the selection process for any of the following:

• The submission of false or misleading information in the vendor’s proposal;

• Any efforts to dissuade or discourage other vendors from submitting proposals;

• Any efforts to influence, dictate, or change the terms of another vendor’s proposal;

• Any form of bid collusion or bid rigging.

Background and Project Objectives

The Wake County Public School System (WCPSS) is currently the largest school district in North Carolina and the 15th largest in the

United States. There are currently 203 schools serving a student population of approximately 161,000, with approximately 20,000

staff. Wake County covers 854 square miles. Additional information about the school system can be accessed via the internet site

(www.wcpss.net).

Purpose and Objective

The Wake County Public School System is seeking to secure a contract, or contracts, to provide HVAC Chiller Treatment

Preventive Maintenance-Trane at various WCPSS facilities throughout the district now or hereafter owned, leased, or possessed

by WCPSS. WCPSS facilities consist of all real property and buildings owned or leased by WCPSS at sites designated.

Term of Contract

The contract service shall be for a period of one (1) year and shall begin July 1, 2026, through June 30, 2027, subject to the

continuation of the program and the availability of funds. The Wake County Public School System reserves the right to extend the

contract for an additional one (1) year period.

Vendor Registration and Solicitation Notification System

The NC Electronic Vendor Portal (eVP) allows Vendors to electronically register with the State to receive electronic notification of

current procurement opportunities for goods and services available at the following website: https://evp.nc.gov.

This RFP is available electronically on the electronic Vendor Portal (eVP) at the following website: https://evp.nc.gov. Electronic

bidding is an acceptable way for WCPSS to receive bids pursuant to Board Policy 6430 and G.S. 143-129.9 (a)(2).

Electronic Vendor Portal (EVP)

The State has implemented the Electronic Vendor Portal (eVP) to connect vendors with state government organizations that

purchase goods and services and allows the public to retrieve award notices and other information. Please register at

https://evp.nc.gov to receive bid notification and electronic procurement opportunities from Wake County Public Schools.

Results may be found by searching by Solicitation Number. This information may not be available for several weeks depending

4 | Page

upon the complexity of the acquisition and the length of time to complete the evaluation process.

Terms of Use Link: https://eprocurement.nc.gov/evp-terms-use/open

Vendor will be disqualified for consideration if they are listed on either the State of North Carolina debarred

vendor registry, or the Federal Government debarred vendor registry. (North Carolina)

https://ncadmin.nc.gov/documents/nc-debarred-vendors

(Federal Government) https://www.sam.gov/SAM/pages/public/searchRecords/searchResults.jsf

Required Submittals

The Vendor shall submit the following information with the proposal:

• Qualifications shall include:

o Years in business;

o Office locations;

o Number of full-time staff that will be providing services to WCPSS;

• Relevant experience:

• Cost/Price proposal:

• Attachments A, C, & D

Deadline for proposal submittal

The proposals are due no later than May 28, 2026, at 11:00 AM ET. WCPSS reserves the right to reject any proposals that are not

submitted by the deadline in its sole discretion. Questions regarding the RFP shall be answered per aforementioned instructions.

Scope of Work

HVAC Chiller Preventive Maintenance – Trane (SA) - Contractor must carry appropriate licenses and manufacturer’s certifications

providing authorization to perform scheduled programmed maintenance on chillers. Contractor must provide a written report for

each scheduled P.M. outlining satisfactory / unsatisfactory conditions of chiller. Contractor will perform preventive maintenance

tasks BOTH in conformance with manufacturer’s recommendations AND the attached checklist. Contractor providing scheduled

programmed maintenance must also be capable of performing chiller installation and repair. Chillers will be serviced once per year.

Annual Preventive Maintenance Procedure for Water-Cooled Chillers

Perform refrigerant leak test on entire machine.

Perform motor insulation test (meg) on compressor motor and pump motor.

Perform Spectrochemical analysis on compressor oil.

Check oil levels and oil strainer.

Check oil heater, case heater, and purge pump heater, if applicable.

Perform inspection of purge system and clean components.

Change purge system dryer if applicable.

Check and calibrate operating and safety controls.

Check overloads and mechanical safeties.

Check electrical connections and tighten as needed.

Check chiller starter contacts for wear and damage.

Check refrigerant levels.

Check chiller associated equipment such as pumps and cooling tower.

Check unit operation.

Clean debris from around chiller.

Complete maintenance checklist and report deficiencies.

Annual Preventive Maintenance Procedure for Air-Cooled Chillers

Inspect unit for proper operation and inspect for excess vibration.

Run system diagnostics test, if applicable.

Inspect unit for refrigerant and oil leaks.

Perform Spectrochemical analysis on compressor oil.

Check refrigerant in sightglass.

5 | Page

Commodity Codes

• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.