12-B. Citywide On-Call Fencing Services - RFP 269-2026-142.pdf

REQUEST FOR PROPOSALS

O N- CA LL FENCI NG SERV I CES

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REQUEST FOR PROPOSALS

RFP # 269-2026-142

ON-CALL FENCING SERVICES

March 10, 2026

Interested Company:

The City of Charlotte, North Carolina, is now accepting Proposals for On-Call Fencing 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.

REMOTE MEETING: A Non-Mandatory Virtual Pre-Proposal Conference for the purpose of reviewing the RFP and answering questions regarding the Services will be held on March 16, 2026 at 2:00 p.m. No onsite meeting will be held and Service Provider(s) should not come to the City expecting to attend in person. While attendance at the Pre-Proposal Conference is not mandatory, all interested Service Provider(s) are encouraged to participate.

Click here to join – Microsoft Teams Conference Meeting

To join via phone only - 872-256-4172 Conference ID: 588 620 36#

Please have a copy of the RFP available for reviewing during the Pre-Proposal Conference. Proposal submissions are due no later than APRIL 6, 2026 at 10:00 a.m.

The City is an equal opportunity purchaser.

Sincerely, Olivia Johnson Procurement Agent

Checklist for submitting a Proposal:

Step 1 Read the document fully.

Step 2 Review the solicitation timeline and upcoming events in the Procurement Portal and download copies of any documents if you plan to submit a Proposal.

Step 3 (Optional) Submit any questions via the Procurement Portal by the deadline(s) noted for the solicitation.

Step 4 Conduct a thorough review of the Sample Contract. Any exceptions to the Sample Contract must be uploaded in word format (with redlines/tracked changes)

Step 5 Monitor the Procurement Portal for any addendums and/or responses to questions.

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

CITYWIDE ON-CALL FENCING

INSTALLATION AND REPAIR SERVICES RFP # 269-2026-142 4 of 29

TABLE OF CONTENTS

1. INTRODUCTION

1.1. OBJECTIVE

1.2. DEFINITIONS

1.3. ACCURACY OF RFP AND RELATED DOCUMENTS

1.4. CITY’S RIGHTS AND OPTIONS

1.5. EXPENSE OF SUBMITTAL PREPARATION

1.6. PROPOSAL CONDITIONS

2. PROCUREMENT PROCESS

2.1. SCHEDULE AND PROCESS

2.2. INTERPRETATIONS AND ADDENDA

2.3. SUBMISSION OF PROPOSALS

2.4. CORRECTION OF ERRORS

2.5. EVALUATION

2.6. CONTRACT AWARD BY COUNCIL

2.7. VENDOR INCLUSION

3. SCOPE OF SERVICES

3.1. GENERAL SCOPE

3.2. SERVICES

3.3. EQUIPMENT AND MATERIALS

3.4. INSTALLATION AND MAINTENANCE

3.5. TRAINING

3.6. INSURANCE

3.7. WARRANTY

3.8. SECURITY REQUIREMENTS

3.9. REPORTING REQUIREMENTS

3.10. PRICING

3.11. METHOD OF MEASUREMENT AND PAYMENT

3.12. CONTRACT TERM

4. PROPOSAL CONTENT AND FORMAT

4.1. PROPOSAL CONTENT

5. PROPOSAL EVALUATION CRITERIA

5.1. QUALIFICATIONS AND EXPERIENCE

5.2. PROPOSED SOLUTION AND APPROACH

5.3. COST EFFECTIVENESS AND VALUE

5.4. MWSBE INCLUSION EFFORTS

5.5. ACCEPTANCE OF THE TERMS OF THE CONTRACT

ATTACHMENT 1

ANNUAL UTILIZATION

Section 1 Introduction and General Information

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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 intent of this RFP is to establish a Company or Companies to provide citywide On-Call Fencing Services on an as-needed basis. Services include providing, installing, repairing and/or removal of existing City-owned fencing and gates throughout the City, to include the Charlotte Douglas International Airport, the Charlotte Water Department, the Charlotte Area Transit System, and other various City Departments as may be needed.

This RFP is not intended to be a solicitation for fencing projects or installations related to new construction or other capital projects.

1.2. Definitions.

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

Acceptance: Refers to receipt and approval by the City of a Deliverable or Service in accordance with the acceptance process and criteria in the Contract.

Affiliates: Refers to all departments or units of the City and all other governmental units, boards, committees or municipalities for which the City processes data or performs services.

ASTM: Refers to ASTM International (formerly the American Society for Testing and Materials), a global standards organization that develops and publishes voluntary consensus technical international standards for a wide range of materials, products, systems and services.

Biodegradable: Refers to the ability of an item to be decomposed by bacteria or other living organisms.

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 Statistical Area: Refers to the area consisting of the North Carolina counties of Anson, Cabarrus, Cleveland, Gaston, Iredell, Lincoln, Mecklenburg, Rowan, Stanly, and Union, and the South Carolina counties of Chester, Lancaster, and York;

a criterion used by Charlotte Business INClusion to determine eligibility to participate in the program.

City: Refers to the City of Charlotte, North Carolina.

City Project Manager: Refers to a specified City employee representing the City’s best interests in this Project.

Company: During the solicitation process, refers to a company that has interest in providing the Services. After the solicitation process, refers to a company that has been selected by the City to provide the Services.

Company Project

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Manager: Refers to a specified Company employee representing the best interests of the Company for this Project.

Contract: Refers to a written agreement executed by the City and the Company for all or part of the Services.

Deliverables: Refers to all tasks, reports, information, designs, plans, and other items that the Company is required to deliver to the City in connection with the Contract.

Department: Refers to a department within the City of Charlotte.

Documentation: Refers to all written, electronic, or recorded works that describe the use, functions, features, or purpose of the Deliverables or Services or any component thereof, and which are provided to the City by the Company or its subcontractors, including without limitation all end user manuals, training manuals, guides, program listings, data models, flow charts, and logic diagrams.

Environmentally Preferable Products: Refers to products that have a lesser or reduced effect on human health and the environment when compared with competing products that serve the same purpose. This comparison may consider raw materials acquisition, production, manufacturing, packaging, distribution, reuse, operation, maintenance, or disposal of the product.

Evaluation Committee: Refers to a City-appointed committee that will evaluate Proposals and identify the Company(-ies) best meeting the needs of the City.

Milestones: Refers to an identified deadline for the completion of specific Services and/or the Acceptance of identified Deliverables, as specified in this RFP.

Minority-owned Business Enterprise/ MBE: Refers to a business enterprise that: (i) is certified by the State of North

Carolina as a Historically Underutilized Business (HUB) within the meaning of N.C. Gen. Stat. § 143-128.4; (ii) is at least fifty-one percent (51%) owned by one (1) or more persons who are members of one of the following groups: African American or Black, Hispanic, Asian, Native American or American Indian; and (iii) has significant business presence in the Charlotte Combined Statistical Area.

MWSBE: Refers to SBEs, MBEs, and WBEs, collectively.

MWSBE Goal: If an RFP or Contract has separate Subcontracting Goals for MBEs, WBEs, and/or SBEs, the term MWSBE is a shorthand way to refer collectively to all MBE, WBE, and SBE Goals set for the RFP. In some instances, the City may set one (1) combined goal for MBEs, WBEs, and/or SBEs, in which event the term MWSBE Goal refers to that one (1) combined goal. In the latter instance, calculated as a percentage, the MWSBE Goal represents the total dollars spent with MBEs, WBEs, and SBEs as a portion of the total Proposal amount, including any contingency.

Post-Consumer Recycled Material: Refers to material and by-products which have served their intended end-use by a consumer and have been recovered or diverted from solid waste.

It does not include those materials and by-products generated from, and commonly reused within, an original manufacturing process.

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Project: Refers to the City’s need for a company to provide On-Call Fencing Services for the City.

Project Plan: Refers to the detailed plan for delivery of the Services as described in Section 3, in the form accepted in writing by the City in accordance with the terms of this RFP and resultant Contract.

Proposal: Refers to the proposal submitted by a Company for the Services as outlined in this RFP.

Recyclability: Refers to products or materials that can be collected, separated, or otherwise recovered from the solid waste stream for reuse, or used in the manufacture or assembly of another package or product, through an established recycling program. For products that are made of both recyclable and non-recyclable components, the recyclable claim should be adequately qualified to avoid consumer deception about which portions or components are recyclable.

Recycled Material: Refers to material and by-products which have been recovered or diverted from solid waste for the purpose of recycling. It does not include those materials and by-products generated from, and commonly reused within, an original manufacturing process.

Services: Refers to the On-Call Fencing Services as requested in this RFP.

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 Requirements: Refers to all definitions, descriptions, requirements, criteria, warranties, and performance standards relating to the Deliverables and Services that are set forth or referenced in: (i) this RFP, including any addenda; (ii) the Documentation; and (iii) any functional and/or technical specifications that are published or provided by the Company or its licensors or suppliers from time to time with respect to all or any part of the Deliverables or Services.

Subcontracting Goal: Refers to a SBE, MBE, WBE, and/or MWSBE Goal established by the City for an RFP and resulting Contract.

Trade Secrets: Information of the City or any of its suppliers, contractors or licensors that:

(i) derives value from being secret; and (ii) the owner has taken reasonable steps to keep confidential. See N.C. Gen. Stat. § 66-152 et seq. Examples of trade secrets include information relating to proprietary software, new technology, new products or services, flow charts or diagrams that show how things work, manuals that tell how things work and business processes and procedures.

Woman-owned Business Enterprise/ WBE: Refers to a business enterprise that: (i) is certified by the State of North

Carolina as a Historically Underutilized Business (HUB) within the meaning of N.C. Gen. Stat. § 143-128.4; (ii) is at least fifty-one percent (51%) owned by one or more persons who are female; and (iii) has significant business presence in the Charlotte Combined Statistical Area.

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Work Product: Refers to the Deliverables and all other programs, algorithms, reports, information, designs, plans and other items developed by the Company in connection with this RFP, and all partial, intermediate or preliminary versions of any of the foregoing.

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

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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 and 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

INSTALLATION AND REPAIR SERVICES RFP # 269-2026-142 10 of 29 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

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The City intends to negotiate an M/W/SBE goal with the selected Company. The City would like the Company to submit the firms it intends to utilize to meet this goal. Therefore, the Company is required to submit CBI Form 3 within the Procurement Portal. Failure to submit this form with the Proposal shall render the Proposal non-responsive.

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

INSTALLATION AND REPAIR SERVICES RFP # 269-2026-142 12 of 29 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:

Recycled Content Recyclability Reduced Packaging Biodegradability Compostability Durability Reduced Toxicity Take-back Options Energy Efficiency Water efficiency Life Cycle Management Pollution Prevention Low Volatile Organic Compounds End-of-life Management

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

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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 2 Procurement Process

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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:

DATE EVENT

March 10, 2026 Issuance of RFP. The City issues this RFP.

March 12, 2026 Submission of Written Questions. Companies are permitted to submit questions for purposes of clarifying this RFP. All submissions must be pursuant to the instructions in Section 2.2 by 4:00 p.m. EST.

March 16, 2026 Non-Mandatory Pre-Proposal Conference to be held via the link indicated in Section 2.3 at 2:00 p.m. EST.

March 20, 2026 Submission of Questions After the Pre-Proposal Conference. Questions are due by 10:00 a.m. EST.

April 6, 2026 Proposal Submission. Proposals are due by 10:00 a.m. EST via the Procurement Portal.

April 6, 2026 – April 23, 2026

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

June 8, 2026 Contract Award by Council.

July 2026 Services Commence. Company begins providing the Services.

2.2. Interpretations and Addenda.

To ask questions about this RFP, submit a question through the Vendor Discussion section on the Procurement Portal. Other than this permitted method, 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.

In order for questions to be addressed, they must be submitted by 4:00 p.m. EST on March 12, 2026.

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. Submission of Proposals.

Proposals must be in the format specified in Section 4 of this RFP by April 6, 2026 on or before but no later than 10:00 a.m. EST.

When received, all Proposals and supporting materials, as well as correspondence relating to this RFP, shall become the property of the City. The Proposals will not be read aloud or made available to inspect or copy until any trade secret issues have been resolved.

2.4. 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.

2.5. 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.

Section 2 Procurement Process

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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.

2.6. 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.

2.7. 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.

http://charlottenc.gov/vendors

Section 3 Scope of Services

INSTALLATION AND REPAIR SERVICES RFP # 269-2026-142 16 of 29

3. SCOPE OF SERVICES.

3.1. General Scope.

The intent of this RFP is to establish a Company or Companies to provide citywide On-Call Fencing Services on an as-needed basis. Services include providing, installing, repairing and/or removal of existing City-owned fencing and gates throughout the City, to include the Charlotte Douglas International Airport, the Charlotte Water Department, the Charlotte Area Transit System, and other various City Departments as may be needed.

This RFP is not intended to be a solicitation for fencing projects or installations related to new construction or other capital projects.

While the City is flexible with respect to certain elements of the On-Call Fencing Services, the City has specific requirements and preferences for the Service delivery method.

3.2. Services.

Services shall include, but not be limited to the following:

i. Installation, repair and/or removal of fencing and gates within the City on an on-call or as-need basis.

ii. Perform periodic maintenance on fencing and gates.

iii. Respond on site within two (2) hours of receiving notification by the City for all emergency security issues that require repair or installation of fence and or gates.

iv. It is anticipated that emergency security issues will constitute approximately 10- percent (10%) of the overall scope of the work to be completed.

v. Respond to all other repairs or installations with a 24-hour response time.

3.3. Equipment and Materials.

The Company is required to:

i. Provide all materials, labor, equipment, and supervision staff for On-Call Fencing Services to install, repair, and/or remove fencing and gates on a ‘time and materials’ basis.

ii. Store all fence and gate materials clear of ground, protected, so as to preclude damage from weather or others.

3.3.1 Material Specifications.

A. STEEL CHAIN LINK (“CL”) FABRIC. 6-ft, 8-ft, and 10-ft height fence. Fabric shall be composed of individual wire pickets helically wound and interwoven from 9-gauge basic open-hearth steel wire to form a continuous chain link fabric having a 2-inch mesh. Top and bottom edges shall have a twisted and barbed finish. It shall be hot dip galvanized after weaving to produce a zinc coating not less in weight than 1.2 oz. per square foot of barbed wire surface and shall conform to ASTM specifications 392-Class I and Federal Specifications RR-F-191-F Type 1. Wire in the fabric to strand a tensile strength test of 90,000 lbs. per square inch for No. 9 gauge after galvanizing.

B. COATED STEEL CHAIN LINK (“CCL”) FABRIC. 4-ft, 6-ft, and 8-ft height fence. Fabric shall be 9-gauge core wire with Class 2b fused and adhered black polymer coating per ASTM F668 for an 8-gauge finished product. Fabric shall be composed of individual wire pickets helically wound and interwoven to form a continuous chain link fabric having a 2-inch mesh. Top and bottom edges shall have a twisted and barbed finish.

C. LINE POST. Line Post shall be 2-1/2 inches, Schedule 40 galvanized high carbon steel pipe in accordance with ASTM F1083 with a minimum steel yield strength of 30,000 psi. Posts shall be zinc-coated galvanized on exterior and interior. Posts shall be spaced on 10-foot maximum centers and set in 2.5-foot deep x 9-inch diameter concrete

INSTALLATION AND REPAIR SERVICES RFP # 269-2026-142 17 of 29 footings. Zinc coating weight not less than 1.8 oz. per square foot. Post shall weigh 3.65 lbs. per foot.

CCL posts shall have a PVC coating fused and adhered to the exterior zinc coating in accordance with ASTM F1043. PVC coating shall be a minimum of 10-mils in thickness and match the color of the fabric.

D. TOP RAIL. Top Rail shall be 1-5/8 inch OD, Schedule 40 galvanized high carbon steel pipe in accordance with ASTM F1083 with a minimum steel yield strength of 30,000 psi. Top rail shall be furnished in random lengths averaging not less than 20' joined with extra-long pressed steel sleeves making a rigid connection but allowing for expansion and contraction. Zinc coating weight to be not less than 1.8 oz. per square foot. Rail shall weigh 2.27 lbs. per square foot.

CCL top rails shall have a PVC coating fused and adhered to the exterior zinc coating in accordance with ASTM F1043. PVC coating shall be a minimum of 10-mils in thickness and match the color of the fabric.

E. TENSION BARS. Tension bars shall be made of one continuous piece of steel with a minimum cross section of 3/16" x 3/4" coated to match fabric. Provide one bar per end or gate post and two bars per corner or pull post. Fabric shall be securely fastened to all terminal posts using tension bars and heavy beveled edge bands.

F. BRACE AND TENSION BANDS. Tension and brace bands shall be zinc-coated pressed steel with a minimum thickness of 12 gauge and minimum width of 3/4". Bands shall be secured with 5/16" galvanized steel carriage bolts. Bands shall be heavy, unclimbable beveled edge type with square shoulder carriage bolts, irremovable from outside fence.

G. TENSION WIRE. Shall be zinc-coated 7-gauge steel wire with a minimum tensile strength of 75,000 psi. For CL fabric, tension wire shall be 7-gauge core marcelled wire complying with ASTM A824 coated to match fabric. CCL fabric wire shall be 7-gauge core wire complying with ASTM F1664 with Class 2b coating to match fabric. Tension wire shall be installed 4" up from the bottom of the fabric and pulled taut prior to the fabric. Tension wire shall be attached to each post with ties and secured to the fabric with hog rings at 24" on center.

H. FABRIC TIES. The fabric shall be attached to line post with No. 6 W&M gauge aluminum ties, spaced approximately 14 inches apart. The fabric shall be tied to top rail with No.

9 W&M aluminum ties, spaced approximately 24 inches apart.

I. BARBED WIRE. Barbed wire shall be zinc-coated per ASTM A121 with Type Z, Class 3 coating. The fabric shall be surmounted with 3 strands of barbed wire. Each strand shall consist of two No. 12-1/2 W&M gauge twisted aluminized steel line wires with No. 14 W&M gauge aluminumized steel 4-point barbs spaced on approximately 5-inch centers. End post and gate post shall have beveled edge ratchet type band for keeping proper tension on barbed wire.

J. BARBED WIRE EXTENSION ARMS. All line posts and corner posts shall be equipped with extension arms for supporting barbed wire. Barbed wire extension arm shall make overall height of fence 1-foot higher than height of fabric. Barbed wire support arms shall be zinc-coated pressed steel capable of supporting a minimum vertical load of 250 pounds.

K. END, CORNER AND PULL POSTS. Shall be 3-inch OD, hot dipped, galvanized standard pipe set in full 3-foot deep x 9-inch diameter concrete footings. Posts shall weigh 5.79 lbs. per foot.

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L. GATE POSTS. Shall be the following sizes and weights set in minimum 12-inch diameter by 3-foot deep concrete footings or larger if required by ground conditions:

Pipe Size, OD Weight Per Lineal

Foot Gate Opening, Single Inclusive

Gate Opening, Double Inclusive

3 in. 5.79 Up to 6 ft. Up to 12 ft.

4 in. 9.11 6 to 13 ft. 12 to 22 ft.

6-5/8 in. 18.97 13 to 18 ft. 22 to 36 ft.

8-5/8 in. 25.00 18 to 32 ft. 36 to 64 ft.

M. BRACING. All terminal posts shall be braced by means of a 1-5/8 inch OD horizontal member securely attached to terminal first line post with malleable iron or aluminum sand casted fittings, beveled edge bands, and truss braced from first line post to bottom of terminal post by 3/8 inch rod and take up. Corner post and pull post to be braced in each direction.

Bracing shall weigh 2.27 lbs. per foot.

N. GATE FRAMES. Gate frames shall be 2-inch OD galvanized standard pipe with internal bracing of 1-5/8 inch OD standard pipe. All joints shall be welded with stainless steel welds to provide rigid water tight construction. All joints shall be arc-cut before welding to insure proper fit and strength. Frame post 2-inch OD shall weigh 2.72 lbs. per foot.

Frame post 1-5/8 inch OD shall weigh 2.27 lbs. per square foot. Cantilever frames shall have top and bottom members of 2-1/2 inch OD standard.

O. GATE FITTINGS. Provide fittings for a complete fence installation, including special fittings for corners. Fittings shall be zinc-coated galvanized ferrous metal fittings per ASTM F626. All fittings for Coated Chain Link (CCL) shall be polymer coated matching the color of the fabric. The coating shall have a minimum thickness of 0.006" fused and adhered to the zinc coating.

i. Pipe Sleeves: For posts set into concrete, provide preset hot-dip galvanized steel, not less than 6 inches (150 mm) long with inside dimensions not less than ½ inch (13 mm) more than outside dimension of post, and flat steel plate forming bottom closure. Sleeves shall be provided to allow for expansion and contraction of the rail.

ii. Post and Rail Caps shall be pressed steel and shall be weatherproof to prevent moisture intrusion into posts and rails. Line posts to have loop for top rail. Line posts tops shall be with arm for barbed wire.

iii. Rail ends shall be designed to provide secure connection of rails to terminal posts and braces.

iv. Tie wires and hog rings shall be 9-gauge core aluminum alloy.

v. Truss rods shall be a minimum 3/8" diameter steel road with pressed steel tightener. Assemblies shall be capable of withstanding a minimum tension of 2,000 pounds.

P. HINGES. Hinges shall be malleable iron of offset type allowing gate to swing full 180 degrees or parallel with line of fence.

Q. DOUBLE LATCH. Latch shall be page drop bar type securely bolted to gate frame and to engage a heavy pipe gate stop anchored in a concrete footing.

R. SINGLE LATCH. Latch shall be page malleable iron gravity type latch to automatically engage pin welded to gate frame.

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S. CAST-IN-PLACE CONCRETE. Comply with ACI 301 for cast-in-place concrete.

i. Materials: Portland cement complying with ASTM C150, aggregates complying with ASTM C33, and potable water for ready-mixed concrete complying with ASTM C94. Measure, batch, and mix Project-site-mixed concrete according to ASTM C94.

ii. Concrete mixes: Normal weight concrete air entrained with not less than 3000-psi compressive strength (28-days), 3-inch slump, and 1-inch maximum size aggregate.

iii. Materials: Dry-packaged concrete mix complying with ASTM C387 for normal-weight concrete mixed with potable water according to manufacturer’s written instructions.

T. STAINLESS STEEL RAZOR WIRE. Shall comply with ASTM A764 and in 18” single helical coil.

U. ANIMAL DETERRENCE. “Dig Defence Animal Control – Commercial Model” or an approved equal, is the basis of design. Product is defined as 4’0” in length and 1’3” tall with 4-gauge galvanized steel vertical rods spaced at 1.5” on center. A horizontal 4-gauge galvanized steel rod runs along the top and 3” below the top bar. The piece is threaded through the bottom of the chain link fence fabric and embedded in the ground to prevent animals digging under the fence.

V. DECORATIVE METAL FENCES AND GATES. 8-foot high, black, curved or straight top welded and rackable ornamental steel design as manufactured by Ameristar Fence Products. Steel fence panels and posts shall conform to the requirements of ASTM A653/A653M, with a minimum yield strength of 45,000 psi and a minimum zinc-coating weight of 0.60 oz/sq. ft. Pickets shall be 3/4" square, 14-gauge tubing. Picket holes in the rail shall be spaced 4.675” on center. The panels and posts shall be subjected to an inline electrode position coating process consisting of a multi-stage pretreatment/wash, followed by a duplex application of an epoxy primer and an acrylic topcoat. The minimum cumulative coating thickness of epoxy and acrylic shall be 2 mils. The color shall be black.

3.4. Installation and Maintenance.

3.4.1 General Installation.

A. General. Install chain-link fencing to comply with ASTM F567 and more stringent requirements indicated.

1. Install fencing on established boundary lines inside property line or as directed.

2. The City will remove all trees, brush, stumps, logs, and other debris which would interfere with the proper construction of the fence in the required location. All trees, brush, stumps, logs, and other debris shall be removed a minimum width of two feet (60 mm) on each side of the fence centerline before starting fencing operations.

B. Post Excavation. Drill or hand-excavate holes for posts to diameters and spacing indicated, in firm, undisturbed or compacted soil.

C. Post Setting. Hand-excavate holes for post foundations in firm, undisturbed or compacted soil. Set posts in concrete footing. Protect portions of posts aboveground from concrete splatter. Place concrete around posts and vibrate or tamp for consolidation. Using mechanical devices to set line posts per ASTM F567 is not

INSTALLATION AND REPAIR SERVICES RFP # 269-2026-142 20 of 29 permitted. Verify that posts are set plumb, aligned and at correct height and spacing.

No materials shall be installed on the posts, nor shall the posts be disturbed in any manner within seven days after the individual post footing is completed.

1. Concealed Concrete Footings: Stop footings two inches below grade to allow covering with surface material.

2. Should rock be encountered at a depth less than the planned footing depth, a hole two inches (50 mm) larger than the greatest dimension of the posts shall be drilled to a depth of twelve inches (300 mm). After the posts are set, the remainder of the drilled hole shall be filled with grout, composed of one-part Portland cement and two-parts mortar sand. Any remaining space above the rock shall be filled with concrete in the manner described above.

3.4.2 Chain Link Fence Installation/Maintenance.

A. Terminal Posts. Locate terminal end, corner and gate posts per ASTM F567 and terminal pull posts at changes in horizontal or vertical alignment of 15 degrees or more.

B. Line Posts. Space line posts uniformly at 10 feet o.c.