1-RFP 269-2026-154.docx

Request for Proposals

SPECIALTY TRUCK BODY REPAIR AND MAINTENANCE SERVICES

RFP # 269-2026-154

City of Charlotte North carolina

DECEMBER 16, 2025

REQUEST FOR PROPOSALS

RFP # 269-2026-154

Specialty Truck Body Repair and Maintenance Services

December 16, 2025 Interested Company:

The City of Charlotte, North Carolina, is now accepting Proposals for Specialty Truck Body Repair and Maintenance Services. The requirements for submitting a Proposal are stated in the attached Request for Proposals (the “RFP”). Please review them carefully.

The City of Charlotte is using the Bonfire e-Procurement Portal (“Procurement Portal” - https://charlottenc.bonfirehub.com) to accept and evaluate proposals for this RFP. Proposals must be submitted electronically through the Procurement Portal on or before the Due Date in order to be accepted.

A non-mandatory virtual pre-proposal conference to review the RFP and address questions regarding the Services will be held on January 6, 2026, at 2:00 p.m. No in-person meeting will be held, and Service Providers should not come to the City expecting to attend onsite. Although attendance is not required, all interested Service Providers are encouraged to participate.

Click here to join – Microsoft Teams Video Conference To join via phone only - 872-256-4172 Conference ID: 445 365 884#

Please have a copy of the RFP available for reviewing during the Pre-Proposal Conference. Proposal submissions are due no later than January 20, 2026, at 2 p.m.

The City is an equal opportunity purchaser.

Sincerely, Julie Wingfield Procurement Agent Senior

Checklist for submitting a Proposal:

If you plan to submit a Proposal, you must submit all required documents and respond to all questions within the Procurement Portal for the RFP.

If awarded a contract, your company will be required to provide an insurance certificate(s) that meets or exceeds the requirements set forth in the Sample Contract.

TABLE OF CONTENTS

Table of Contents

1. Introduction.

1.1. Objective.

The objective of this RFP is to solicit Proposals that will enable the City to determine which Company and Proposed Solution will best meet the City’s needs for the Services detailed in the Scope of Work.

The City requires a qualified equipment dealer and service provider (“the Company”) to work in coordination with the Fleet Management Division to support the City’s fleet of vocational trucks.

Services required include repair, replacement, maintenance, diagnostics, warranty work, and other related technical support for heavy vocational truck bodies within GVWR Classes 5 through 8.

The Company will provide comprehensive service, maintenance, and repair for all vocational truck bodies and associated systems in the City’s fleet. This includes various vehicle types, makes, and model years, such as hot patch units, combination sewer trucks, catch basin cleaners, jetting trucks and trailers, truck-mounted service bodies, cranes, bucket trucks, and concrete mixers.

1.2. Definitions.

As used in this RFP, the following terms shall have the meanings set forth below:

Charlotte Business INClusion/CBI: Refers to the Charlotte Business INClusion office of the City of Charlotte.

Charlotte Business INClusion Policy/ CBI Policy: Refers to the policy adopted by City Council, which seeks to enhance competition in contracting and procurement opportunities for MWSBEs located in the Charlotte Combined Statistical Area.

Charlotte Combined

Company Project

Environmentally

Minority-owned Business Enterprise/

Post-Consumer

Small Business Enterprise/SBE: Refers to a business enterprise that is certified by the City of Charlotte under Part E of the CBI Policy as meeting all of the requirements for SBE certification.

Specifications and

Woman-owned Business Enterprise/

1.3. Accuracy of RFP and Related Documents.

Each Company must independently evaluate all information provided by the City. The City makes no representations or warranties regarding any information presented in this RFP, or otherwise made available during this procurement process, and assumes no responsibility for conclusions or interpretations derived from such information. In addition, the City will not be bound by or be responsible for any explanation or conclusions regarding this RFP or any related documents other than those provided by an addendum issued by the City. Companies may not rely on any oral statement by the City or its agents, advisors, or consultants.

If a Company identifies potential errors or omissions in this RFP or any other related documents, the Company should immediately notify the City of such potential discrepancy in writing. The City may issue a written addendum if the City determines clarification necessary. Each Company requesting an interpretation will be responsible for submitting them per Section 2.2.

1.4. City’s Rights and Options.

The City reserves the right, at the City’s sole discretion, to take any action affecting this RFP, this RFP process, or the Services or facilities subject to this RFP that would be in the best interests of the City, including:

1.4.1. To supplement, amend, substitute, or otherwise modify this RFP, including the schedule, at any time;

1.4.2. To cancel this RFP with or without the substitution of another RFP;

1.4.3. To require one or more Companies to supplement, clarify or provide additional information in order for the City to evaluate the Proposals submitted

1.4.4. To investigate the qualifications, experience, capabilities, and financial standing of each Company submitting a Proposal;

1.4.5. To waive any defect or irregularity in any Proposal received;

1.4.6. To reject any or all Proposals;

1.4.7. To share the Proposals with City employees other than the Evaluation Committee or City advisory committees as deemed necessary;

1.4.8. To award all, none, or any part of the Services and enter into Contracts with one or more of the responding Companies deemed by the City to be in the best interest of the City, which may be done with or without re-solicitation;

1.4.9. To discuss and negotiate with any Company(-ies) their Proposal terms and conditions, including but not limited to financial terms;

1.4.10. To terminate discussions and negotiations with any Company at any time and for any reason;

1.4.11. To issue additional requests for information; and

1.4.12. To take any action affecting this RFP, this RFP process, or the Services or facilities subject to this RFP that would be in the best interest of the City.

1.5. Expense of Submittal Preparation.

The City accepts no liability, and Companies will have no actionable claims, for reimbursement of any costs or expenses incurred in participating in this solicitation process. This includes expenses and costs related to Proposal submission, submission of written questions, attendance at pre-proposal meetings or evaluation interviews, contract negotiations, or activities required for contract execution.

1.6. Proposal Conditions.

1.6.1. The following terms are applicable to this RFP and the Company’s Proposal Not An Offer.

This RFP does not constitute an offer by the City. No binding contract, obligation to negotiate, or any other obligation shall be created on the part of the City unless the City and the Company execute a Contract. No recommendations or conclusions from this RFP process concerning the Company shall constitute a right (property or otherwise) under the Constitution of the United States or under the Constitution, case law, or statutory law of North Carolina.

1.6.2. Right to Terminate Discussions.

The Company’s participation in this process might result in the City selecting the Company to engage in further discussions. The commencement of such discussions, however, does not signify a commitment by the City to execute a Contract or to continue discussions. The City can terminate discussions at any time and for any reason.

1.6.3. Trade Secrets and Personal Identification Information.

Definition.

Upon receipt by the City, all materials submitted by a Company (including the Proposal) are considered public records except for (1) material that qualifies as “trade secret” information under N.C. Gen. Stat. § 66-152 et seq. (“Trade Secrets”) or (2) “personally identifiable information” protected by state or federal law, to include, but not be limited to, Social Security numbers, bank account numbers, and driver’s license numbers (“Personally Identifiable Information” or “PII”).

Instructions for Marking and Identifying Trade Secrets.

If any Proposal contains Trade Secrets or PII, such Trade Secrets and PII must specifically and clearly be identified by clearly separating them from the rest of the Proposal and marked either “Personally Identifiable Information – Confidential” or “Trade Secret—Confidential and Proprietary Information.” This confidentiality caption must appear on each page of the Trade Secret or PII materials, and the document(s) must be submitted separately in the Procurement Portal.

Availability of Proposals to City Staff and Contractors.

By submitting a Proposal, each Company agrees that the City may reveal any Trade Secret materials and PII contained therein to all City staff and City officials involved in the selection process, and to any outside consultant or other third parties who serve on the Evaluation Committee or who are hired or appointed by the City to assist in the evaluation process.

Availability of Proposals via Public Records Requests.

Any person or entity (including competitors) may request Proposals submitted in response to an RFP. Only those portions of RFPs properly designated as Trade Secret or PII are not subject to disclosure. The public disclosure of the contents of a Proposal or other materials submitted by a Company is governed by N.C. Gen. Stat. §§ 132 and 66-152, et seq.

When determining whether to mark materials as Trade Secret, please note the following:

· Entire Proposals may not be marked as Trade Secret

· Pricing may not be marked as Trade Secret The City may disqualify any Company that designates its entire Proposal as a trade secret, or any portion thereof that clearly does not qualify under applicable law as a Trade Secret or PII. Each Company agrees to indemnify, defend, and hold harmless the City and each of its officers, employees, and agents from all costs, damages, and expenses incurred in connection with refusing to disclose any material that the Company has designated as a Trade Secret or PII. This includes an obligation on the part of the Company to defend any litigation brought by a party that has requested Proposals or other information that the Company has marked Trade Secret or PII.

1.6.4. Statutory Requirements.

Any Contract awarded as a result of this RFP shall be in full conformance with all statutory requirements of North Carolina and all statutory requirements of the Federal Government, to the extent applicable.

1.6.5. Reservation of Right to Change Schedule.

The City shall ultimately determine the timing and sequence of events resulting from this RFP. The City reserves the right to delay the closing date and time for any phase if City staff believe that an extension will be in the best interest of the City.

1.6.6. Reservation of Right to Amend RFP.

The City reserves the right to amend this RFP at any time during the process, if it believes that doing so is in the best interests of the City. Any addenda will be posted to the Procurement Portal. Companies are required to acknowledge receipt of each addendum.

1.6.7. No Collusion or Conflict of Interest.

By responding to this RFP, the Company shall be deemed to have represented and warranted that the Proposal is not made in connection with any competing Company submitting a separate response to this RFP, and is in all respects fair and without collusion or fraud.

1.6.8. Proposal Terms Firm and Irreversible.

The signed Proposal shall be considered a firm offer on the part of the Company. The City reserves the right to negotiate price and other terms. All Proposal elements (including all statements, claims, declarations, prices, and specifications) shall be considered firm and irrevocable for purposes of future Contract negotiations unless specifically waived in writing by the City. The Company chosen for award should be prepared to have its Proposal and any relevant correspondence incorporated into the Contract, either in part or in its entirety, at the City's election. Any false or misleading statements found in the Proposal or Contract exceptions not included in the Proposal may be grounds for disqualification.

1.6.9. Charlotte Business INClusion Program.

Pursuant to Charlotte City Council’s adoption of the Charlotte Business INClusion (CBI) Policy, the CBI program seeks to enhance competition and participation of Minority-owned, Women-owned, and Small Business Enterprises (MWSBEs) in City contracting. To accomplish this, the City has examined its procurements and set specific MWSBE participation goals on a contract-by-contract basis. In addition, CBI makes a concerted effort to expand its certified MWSBE vendor pool and assist city-certified firms in growing, enhancing, and developing their businesses. CBI currently offers numerous development programs that support certified businesses in organizational training, strategic development, and networking opportunities.

The CBI Policy and CBI Manual are posted online here: www.charlottebusinessinclusion.com To determine whether disparities exist in City contracting based on race, gender or other factors, and also to measure the effectiveness of the City’s Charlotte Business INClusion (“CBI”) Program, the City tracks the utilization of subconsultants and suppliers on certain City contracts based on race, gender, small business status, and other factors. For analysis purposes, it is important that the City obtain this data not only for minority-owned, women-owned, and small business suppliers and subconsultants, but also for other subconsultants and suppliers. As a condition for receiving payments under this Contract, the Proposer agrees to submit any payment record into InclusionCLT, or any subsequent system designated by the City, detailing the amounts paid by the Consultant to all subconsultants and suppliers receiving payment in connection with this Contract.

A Goal Waiver has been issued for this opportunity. There is no subcontracting required. The City strongly encourages participation whenever possible.

City certified MWSBE firms can be found in the City’s InclusionCLT system: https://charlotte.diversitycompliance.com/

1.6.10. Subcontracting.

The Company given contract award shall be the prime contractor and shall be solely responsible for contractual performance. In the event of a subcontracting relationship, the Company shall remain the prime contractor and will assume all responsibility for the performance of the Services that are supplied by all subcontractors. The City retains the right to approve all subcontractors. Additionally, the City must be named as a third-party beneficiary in all subcontracts.

1.6.11. Equal Opportunity.

The City has an equal opportunity purchasing policy. The City seeks to ensure that all segments of the business community have access to supplying the goods and services needed by City programs. The City provides equal opportunity for all businesses and does not discriminate against any Companies regardless of race, color, religion, age, sex, and national origin or disability.

1.6.12. Title VI Solicitation Notice: Note: Unless otherwise stated herein, this section is only applicable to purchases made by or on behalf of the Aviation Department. The City, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders or offerors that it will affirmatively ensure that for any contract entered into pursuant to this advertisement, disadvantaged business enterprises or airport concession disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and no businesses will be discriminated against on the grounds of race, color, national origin (including limited English proficiency), creed, sex (including sexual orientation and gender identity), age, or disability in consideration for an award.

1.6.13. Use of City’s Name.

No advertising, sales promotion, or other materials of the Company or its agents or representatives may identify or reference the City in any manner absent the prior written consent of the City.

1.6.14. Withdrawal for Modification of Proposals.

Companies may change or withdraw a previously-submitted Proposal at any time prior to the Proposal due date by editing or removing their submission on the Procurement Portal.

1.6.15. No Bribery.

In submitting a response to this RFP, each Company certifies that neither it, any of its affiliates or subcontractors, nor any employees of any of the foregoing has bribed, or attempted to bribe, an officer or employee of the City in connection with the Contract.

1.6.16. Exceptions to the RFP.

Other than exceptions that are stated in compliance with this Section, each Proposal shall be deemed to agree to comply with all terms, conditions, specifications, and requirements of this RFP including the Sample Contract language. An “exception” is defined as the Company’s inability or unwillingness to meet a term, condition, specification, or requirement in the manner specified in the RFP including in the Sample Contract. All exceptions taken must be identified and explained in writing in your Proposal and must specifically reference the relevant section(s) of this RFP. If the Company provides an alternate solution when taking an exception to a requirement, the benefits of this alternative solution and impact, if any, on any part of the remainder of the Company’s solution, must be described in detail.

Exceptions must be submitted under the Acknowledgement section in the Procurement Portal. If exceptions are not identified in your Proposal, they may not be considered during Contract negotiation and could result in Proposal being rejected from further consideration. If legal counsel needs to review the Sample Contract prior to signature, reviews must be completed before your Proposal is submitted. The City reserves the right to refuse consideration of any terms not so included. Any proposed changes to the Sample Terms after tentative contract award may constitute a material change to the Company’s Proposal and be grounds for revoking the award.

The City intends to enter into a City-drafted Contract with the successful Company that contains the terms and conditions set forth in the Sample Services Contract. The number and extent of any exceptions and proposed additions to the Sample Terms will be one of the City’s evaluation criteria.

Notwithstanding the foregoing, the City reserves the right to modify the Sample Terms prior to or during contract negotiations if it is in the City’s best interest to do so.

1.6.17. Fair Trade Certifications.

By submitting a Proposal, the Company certifies that:

· The prices in its Proposal have been arrived at independently, without consultation, communication, or agreement with anyone, as to any matter relating to such prices for the purpose of restricting competition;

· Unless otherwise required by law, the prices quoted in its Proposal have not been knowingly disclosed by the Company and will not knowingly be so disclosed prior to the Proposal due date; and

· No attempt has been made or will be made by the Company to induce any other person or firm to submit or not to submit a Proposal for the purpose of restricting competition.

1.6.18. Companies’ Obligation to Fully Inform Themselves.

Companies or their authorized representatives must fully inform themselves as to all conditions, requirements, and specifications of this RFP before submitting a Proposal. Failure to do so will be at the Company’s own risk.

1.6.19. Environmentally Preferable Purchasing.

The City promotes the practice of Environmentally Preferable Purchasing (EPP) in acquiring products or services. Applicable EPP attributes that may be taken into consideration as environmental criterion include the following:

Companies able to supply products or services containing any of the applicable environmentally preferable attributes that meet performance requirements are encouraged to offer them in the Proposal using the provided Questionnaire in the Procurement Portal. Companies must provide certification of environmental standards and other environmental claims, such as recycled content and emissions data or a formal statement signed by a senior company official.

1.6.20. Disclaimer

Each Company must perform its own evaluation and due diligence verification of all information and data provided by the City. The City makes no representations or warranties regarding any information or data provided by the City.

Section 1 Introduction and General Information

2. Procurement Process.

This Section 2 contains information about the procurement process for this Project.

2.1. Schedule and Process.

The following chart shows the schedule of events for the conduct of this RFP. The key events and deadlines for this process are as follows, some of which are set forth in more detail in the Sections that follow:

JANUARY 21, 2026 –

FEBRUARY 4, 2026

Evaluation. The Evaluation Committee will assess each Proposal and conduct evaluation activities with Companies.

MARCH 9, 2026

(Anticipated) Contract Award by Council.

APRIL 1, 2026

(Anticipated) Services Commence. Company begins providing the Services.

2.2. Interpretations and Addenda.

There are two (2) ways to ask questions about this RFP: (1) submit a question through the Vendor Discussion section on the Procurement Portal; or (2) ask a question at the Pre-Proposal Conference. Other than these permitted methods, Companies should refrain from contacting City staff prior to the Proposal due date. The City is not bound by any statements, representations or clarifications regarding this RFP other than those provided in writing by the Procurement Officer.

To have questions addressed at the Pre-Proposal Conference, they must be submitted by 2 p.m. on January 2, 2026.

After the Pre-Proposal Conference, all project or RFP-related questions must be submitted through the Procurement Portal by January 12, 2026. After this date, vendors may still contact the procurement agent for assistance with the e-procurement portal; however, no additional project-related questions will be accepted.

When responding to Company questions or issuing addenda to the RFP, the City will post the answer or information to the Procurement Portal.

2.3. Pre-Proposal Conference.

A Non-Mandatory Pre-Proposal Conference will be conducted on January 6, 2026, at 2 p.m. Meeting information is provided below:

Click here to join – Microsoft Teams Video Conference To join via phone only - 872-256-4172 Conference ID: 445 365 884#

While attendance at the Pre-Proposal Conference is not mandatory, all interested Companies are encouraged to attend. If special accommodations are required for attendance, please notify the City in advance through the Vendor Discussion section of the Procurement Portal.

2.4. Submission of Proposals.

Proposals must be submitted in the format specified in Section 4 of this RFP no later than 2:00 p.m. on January 20, 2026.

Upon receipt, all Proposals, supporting materials, and correspondence related to this RFP shall become the property of the City. Proposals will not be read aloud or made available for inspection or copying until all trade secret issues have been resolved.

2.5. Correction of Errors.

The person signing the Proposal must initial erasures or other corrections in the Proposal. The Company further agrees that in the event of any obvious errors, the City reserves the right to waive such errors in its sole discretion. The City, however, has no obligation under any circumstances to waive such errors.

2.6. Evaluation.

As part of the evaluation process, the Evaluation Committee may engage in discussions with one or more Companies. Discussions might be held with individual Companies to determine in greater detail the Company’s qualifications, to explore with the Company the scope and nature of the required contractual Services, to learn the Company’s proposed method of performance and the relative utility of alternative methods, and to facilitate arriving at a Contract that will be satisfactory to the City.

The City may in its discretion require one (1) or more Companies to make presentations to the Evaluation Committee or appear before the City and/or its representatives for an interview. During such interview, the Company may be required to orally and otherwise present its Proposal and to respond in detail to any questions posed. Additional meetings may be held to clarify issues or to address comments, as the City deems appropriate. Companies will be notified in advance of the time and format of such meetings.

Since the City may choose to award a Contract without engaging in discussions or negotiations, the Proposals submitted shall state the Company's best offer for performing the Services described in this RFP.

2.7. Contract Award by Council.

As soon as practical after opening the Proposals, the name of the apparent successful Company will be submitted to the Council for final approval of award and the Procurement Officer will provide Contract documents to the Company. In the event the Council approval is not received within one hundred eighty (180) calendar days after opening of the Proposals, the Company may request that it be released from the Proposal.

2.8. Vendor Inclusion.

The City’s vendor management philosophy supports a fair, open, and inclusive process that offers the same access and information to all Companies. Although Companies are not required to be registered in the City’s vendor registration system prior to submitting a Proposal, in order to execute a contract with the City and receive payment from the City, all Companies must register with the City’s vendor registration system.

Your registration provides the City with baseline information for your company including location, contact and demographic information, as well as your areas of expertise with specific commodity and/or service descriptions. You will also have the opportunity to complete any applicable certifications if your company desires to establish itself as an SBE, MBE, or WBE. The link below will provide you with the opportunity to complete your registration on-line with the City.

Section 2 Procurement Process http://charlottenc.gov/vendors

3. SCope of SPECIALTY TRUCK BODY REPAIR AND MAINTENANCE SERVICES.

3.1. General Scope.

The City requires a qualified equipment dealer and service provider (“the Company”) to work in coordination with the Fleet Management Division to support the City’s fleet of vocational trucks.

Services required include repair, replacement, maintenance, diagnostics, warranty work, and other related technical support for heavy vocational truck bodies within GVWR Classes 5 through 8.

The Company will provide comprehensive service, maintenance, and repair for all vocational truck bodies and associated systems in the City’s fleet. This includes various vehicle types, makes, and model years, such as hot patch units, combination sewer trucks, catch basin cleaners, jetting trucks and trailers, truck-mounted service bodies, cranes, bucket trucks, and concrete mixers.

3.2. Overview of Current Class 5–8 Fleet.

The City maintains a fleet of vocational trucks representing various makes and model years, classified within Gross Vehicle Weight Rating (GVWR) Classes 5 through 8. The fleet includes, but is not limited to, patch trucks, catch basin cleaners, combination sewer and jetting trucks with trailers, truck-mounted service bodies, cranes and bucket trucks, concrete mixers, dump bodies, and other specialized equipment used in municipal operations.

Common manufacturers include but are not limited to:

· Vacall

· GapVax

· Vac-Con

· Godwin Pumps

· Aquatech

· Pro-Patch

· Stepp Manufacturing

· Adkins Truck Equipment

· Knapheide

· AutoCrane

· Altec

· Versalift

· Cementec

· Ernest Industries

· Harben Equipment

· Bulldog Vacuum Truck Company

· Sewer Equipment Company of America

3.3. Service Requirements and Performance Standards.

Service Prioritization The Company shall give priority status to all City service requests. Delays caused by manufacturers, engineering changes, part shortages, discontinued components, or superseded part numbers shall not diminish this priority.

Any delay outside the Company’s control must be reported to Fleet Management via both phone and email on the same business day, including an estimated resolution timeline.

Service Capacity and Inventory The Company shall maintain adequate staffing, materials, and inventory levels to ensure timely delivery of services, without backorders or unnecessary delays. The Company shall monitor the City’s repair patterns and ensure resources are available to meet demand. All manufacturer or industry-related changes must be communicated to Fleet Management in writing immediately upon notice.

Supply Chain Disruptions.

If industry-wide shortages in parts, materials, or fuel result in an inability to deliver services, the Company shall immediately notify Fleet Management in writing, providing an estimated resolution timeframe.

3.4. Service Order Process.

· Fleet Management will request a price quotation for required services.

· Upon City approval of the quotation, a purchase order (PO) will be issued.

· The Company shall not commence any work until the Service Order number, PO number, and written authorization to proceed are received.

· The Company shall acknowledge receipt of the Service Order within one (1) business day.

· Services shall be completed, including quality checks, within five (5) business days unless otherwise approved by the City.

· If delays arise, the Company must notify Fleet Management at least one (1) business day prior to the original completion date, providing a revised completion estimate.

· Upon completion, the City will inspect and issue notice of acceptance within one (1) business day.

3.5. Acceptance of Services.

After completion, the Company shall present the finished work to the City’s designated project manager for review. The City will either accept the work as complete or identify deficiencies. Any deficiencies must be corrected promptly at the Company’s expense before resubmittal for final approval.

3.6. Staffing and Operational Readiness.

Staffing and Equipment Staffing shortages, illnesses, inadequate equipment, or lack of qualified personnel shall not excuse failure to meet required response times, service quality standards, or delivery schedules.

After-Hours and Emergency Support.

The Company shall maintain 24-hour, seven-day-a-week phone access and emergency response capability for exception or emergency service needs, including nights, weekends, and holidays. The City may request services at any time and expects reasonable flexibility regarding timing and service location.

Road Call Services.

The Company shall indicate whether 24-hour roadside service will be offered, including on holidays. Vehicles used for road call services must display the Company’s name clearly.

The City’s existing towing contracts shall remain in effect. Any use of third-party towing or recovery services must be preapproved and coordinated through Fleet Management.

Mobile Mechanic Services.

The Company shall indicate whether mobile mechanic or technician dispatch services can be provided to City sites, at locations designated and agreed upon by both parties.

3.7. Service Locations and Logistics.

The City will generally pick up and deliver vehicles; however, the Company may be required to provide pickup or delivery upon request. Service and repair facilities must be located within a 100-mile radius of 829 Louise Avenue, Charlotte, NC, 28204.

Fleet Management will schedule and coordinate all service requests. When requested, the Company shall perform services, pick up, or deliver vehicles and parts to designated City locations and within defined hours of operation.

3.8. Site Inspections.

Fleet Management reserves the right to inspect the Company’s facilities, equipment, or vehicles at any time prior to contract award or during contract performance to verify compliance with this Scope of Work. Inspections will occur during normal business hours with advance notice.

3.9. Pre-Trip Inspections and Work Discovery.

Prior to any equipment transport, the Company shall conduct a pre-trip walkaround inspection to verify the vehicle’s condition and functionality. Any discrepancies must be reported immediately to Fleet Management before transport.

Additional issues discovered during preventive maintenance or repairs must also be reported in writing and shall not be addressed without written authorization from Fleet Management.

3.10. Transport Restrictions.

City vehicles shall only be driven between the Company’s facility and designated City sites, except when using an approved test-drive route. Use of City equipment for personal purposes is strictly prohibited.

3.11. Personnel and Licensing Requirements.

Company personnel who interact with City employees or perform services on City property must be clearly identifiable by company uniforms, badges, or identification cards. All service vehicles must display the company name and phone number.

All Company personnel must:

· Meet all DMV and DOT requirements.

· Be at least 18 years of age.

· Communicate effectively in English.

· Be free from the influence of drugs or alcohol.

· Hold a valid North Carolina driver’s license for the class of vehicle operated.

· Be adequately trained and qualified for the services performed.

· Possess appropriate manufacturer-specific certifications when conducting warranty or specialized repairs (e.g., hot patch, sewer, catch basin, jetting, truck-mounted crane/bucket, or mixer equipment).

Certified technicians for supported manufacturers are recommended but not required.

Personnel shall conduct themselves courteously and professionally. Any report of discourteous or unprofessional behavior must be investigated, and a written incident report—including details of the event and any disciplinary action taken—shall be submitted to the City.

3.12. Core Credits.

The City shall receive fair-market-value credit for any parts or components removed from City vehicles that have an associated core value. Credits must appear on the related service invoice.

3.13. Warranty, Guarantees, and Specifications.

All materials and workmanship shall be unconditionally guaranteed throughout the warranty period. If defects arise within the warranty period due to faulty materials or workmanship, the Company shall correct or replace the defect at no cost to the City and at a time convenient to City operations.

Parts shall carry the full manufacturer’s warranty, effective upon installation. The Company shall handle all manufacturer warranty claims and bear all shipping and administrative costs associated with such claims.

If warranty resolution is not completed within a reasonable period as determined by the City, the Company shall reimburse the City for all related repair costs, including labor and materials.

3.14. Parts and Service Standards.

Only new OEM (Original Equipment Manufacturer) parts shall be used for all repairs unless Fleet Management provides written authorization for an alternative. All installed parts must carry the manufacturer’s new-product warranty, effective on the date of installation.

The Company shall:

· Immediately notify Fleet Management of any recalls, safety notices, or technical service bulletins affecting supplied parts or services.

· Use industry-approved, manufacturer-certified repair techniques.

· Provide immediate corrective service for any failed rebuilt or reconditioned part under warranty.

3.15. Safety and Environmental Compliance.

All work shall comply with applicable EPA, OSHA, state, and local regulations. The Company is responsible for proper cleanup and disposal of all by-products, materials, and waste generated during services. Any spill or contamination on City property must be reported to the Fleet Management facility/shop manager immediately. Any spills or contamination shall be remediated at the Company’s expense.

The Company shall meet or exceed all industry best practices for safety and quality, including roadside operations.

3.16. Pollution Prevention and Waste Handling.

The Company shall maintain a policy supporting source reduction and pollution prevention, consistent with the Pollution Prevention Act. Compliance includes proper disposal of metals and fluids in accordance with N.C. Gen. Stat. §§130A-309.70 and 130A-309.71 and all other applicable regulations. The City shall not be liable for improper handling or disposal of any materials once removed from its possession.

3.17. Reporting Requirements.

Upon request, the Company shall provide detailed written reports listing all parts purchased, services performed, manufacturer names, part numbers, quantities, unit prices, and extended totals.

3.18. Invoicing.

Invoicing Requirements Invoices must include both summary and detailed information as follows:

Header:

· Invoice number and date

· Fleet Management shop name

· Purchase order and contract number

· Contractor’s remittance address

· City Asset Number, with Prefix (Vehicle or Equipment Number and VIN/Serial)

Details:

· Labor hours, hourly labor rate, and description of work

· Parts used (with part numbers and pricing)

· Service order number

· Service request, call, and delivery locations

· Damage notes and photo (if applicable)

· Final invoice must include signature of City employee receiving the vehicle

Invoices must be sent to the appropriate Fleet Management point of contact and electronically to cocap@charlottenc.gov.

All credits and refunds must be agreed upon between the City and the Company following service order completion, and shall then be processed within thirty (30) days.

3.19. Audit Rights.

For one (1) year following contract termination, the City reserves the right to audit the Company’s books and records related to contract performance. If noncompliance is identified that would have cost the City more than $10,000, the Company shall reimburse the City for audit expenses.

Section 3 Scope of Services

4. Proposal CONTENT AND format.

The City requires all Proposals to be consistent in format to facilitate evaluation and comparison. Although the required structure may differ from a Company’s standard practice, strict compliance is mandatory. All required Forms and Questionnaires are available on and must be submitted through the City’s Procurement Portal.

Each required Proposal Document, as identified in this RFP and in the Requested Information section of the Procurement Portal, must be submitted for a Company to be deemed responsive. Companies shall complete and submit all required Proposal Forms.

4.1. Required Proposal Documents.

1. Submission Form

2. Price Sheet

3. References Form

4. MWSBE Utilization Form

5. Background Response & Additional Questions Form (Complete all questions.)

6. Response to Acknowledgement Questions (On e-procurement site, Bonfire.)

7. The following additional documentation must also be uploaded, if applicable:

· Any documentation of items marked Trade Secret. Trade Secrets or PII must be identified in accordance with Sections 1.6.3 of this RFP.

· Any Exceptions to the RFP, including the Sample Contract. Exceptions shall be identified via the Exceptions Form, and in accordance with Sections 1.6.16 of this RFP.

4.2. Proposal Content.

Required Forms.

To be deemed responsive to this RFP, Companies must complete all Proposal Forms listed in the Requested Information section on the Procurement Portal.

Acknowledgements.

To be deemed responsive to this RFP, Companies must complete all Acknowledgements listed in the Requested Information section on the Procurement Portal.

Exceptions to the RFP.

Companies must review Section 1.6.16 for an overview of Exceptions to the RFP. If you elect to take Exceptions to the RFP, including the Sample Contract, then you must upload a redlined version under the Acknowledgement Section in the Procurement Portal.