Project Information

Bid Title

ON-CALL REPAIR AND EMERGENCY SERVICES FOR DEPARTMENT OF WATER MANAGEMENT PLANTS AND FACILITIES

Issuing Agency

City of Durham

Location

North Carolina

Published Date

Apr 13, 2026

Closing Date

May 15, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-1056

Original Source

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Bid Documents

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Project Description

Bid Number:	26-1056
Bid Title:	ON-CALL REPAIR AND EMERGENCY SERVICES FOR DEPARTMENT OF WATER MANAGEMENT PLANTS AND FACILITIES
Category:	Requests for Proposals/Qualifications and Services
Status:	Open

Description: **** Pre Bid Meeting date, time, via TEAMS:  Thursday April 30, 2626, at 11:00 AM Those interested in attending shall contact the project manager (Ben Mason) for a Microsoft TEAMS invitation to the           meeting **** **** Bid date, time, via EMAIL:  Friday May 15, 2026, by 3:00 PM - Send to: Ben Mason For security reasons, you must enable JavaScript to view this E-mail address. **** Publication Date/Time: 4/13/2026 8:00 AM Closing Date/Time: 5/15/2026 3:00 PM Contact Person: Ben Mason [email protected] Related Documents: On-Call Repair and Emergency Services RFP - Final

Attachment Preview

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

April 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. 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 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

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2026 COD DWM On-Call Repair and Emergency Services RFP

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

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 issuance is April 13th, 2026, and the due date for submitting proposals is May

15th, 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

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2026 COD DWM On-Call Repair and Emergency Services RFP

1600 Mist Lake Drive

Durham, NC 27704

Lori.Montgomery@durhamnc.gov

DESCRIPTION OF PROJECT AND NATURE OF RFP

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.

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2026 COD DWM On-Call Repair and Emergency Services RFP

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.

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.

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2026 COD DWM On-Call Repair and Emergency Services RFP

Commodity Codes

• NAICS 236220Commercial and Institutional Building Construction
• NAICS 237110Water and Sewer Line and Related Structures Construction
• NAICS 238220Plumbing, Heating, and Air-Conditioning Contractors
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 561210Facilities Support Services

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