13-B. RFP 269-2026-007 Vehicle Cleaning, Detailing, and Decontamination Services.pdf

REQUEST FOR PROPOSALS

C ITYW IDE VEHICL E CLEANING, D ETAIL ING, A ND

DECO NTAMINATIO N SERVIC ES

RFP # 269- 2026- 007

C ITY O F CHA RLOT T E

NORTH CAROLINA

AUGU ST 19 , 2025

RFP # 269-2026-007

CITYWIDE VEHICLE CLEANING, DETAILING,

AND DECONTAMINATION SERVICES AUGUST 19, 2025 2

REQUEST FOR PROPOSALS

Citywide Vehicle Cleaning, Detailing, and Decontamination Services

August 19, 2025

Interested Company:

The City of Charlotte, North Carolina, is now accepting Proposals for Citywide Vehicle Cleaning, Detailing, and Decontamination 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 August 29, 2025 at 11:00 a.m. EDT. 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 Video Conference

To join via phone only - 872-256-4172 Conference ID: 551 971 825#

Please have a copy of the RFP available for reviewing during the Pre-Proposal Conference. Proposal submissions are due no later than September 24, 2025 at 2:00 p.m. EDT.

The City is an equal opportunity purchaser.

Sincerely, Kristi Stiles Procurement Officer https://charlottenc.bonfirehub.com/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDk4NThhYTYtNWI5MS00N2Y0LWEyNDktM2ZlMmE5MmRjMTQx%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%229dcb6add-8089-4763-977e-73669fcb5e8a%22%7d

AND DECONTAMINATION SERVICES AUGUST 19, 2025 3

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

AND DECONTAMINATION SERVICES AUGUST 19, 2025 4

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. PRE-PROPOSAL CONFERENCE

2.4. SUBMISSION OF PROPOSALS

2.5. CORRECTION OF ERRORS

2.6. EVALUATION

2.7. CONTRACT AWARD BY COUNCIL

2.8. VENDOR INCLUSION

3. SCOPE OF CITYWIDE VEHICLE CLEANING, DETAILING, AND DECONTAMINATION

SERVICES

3.1. GENERAL SCOPE

3.2. BACKGROUND INFORMATION

3.3. CONTRACT TERM

3.4. INSURANCE REQUIREMENTS

3.5. VEHICLE CLEANING AND DETAILING RESPONSIBILITIES

3.6. OFF-SITE CLEANING SERVICES SCOPE

3.7. ON-SITE CLEANING SERVICES SCOPE

3.8. VEHICLE DECONTAMINATION AND PEST REMOVAL SERVICES SCOPE

3.9. COMPANY RESPONSIBILITIES

3.10. ENVIRONMENTAL REQUIREMENTS

3.11. REPORTING REQUIREMENTS

4. PROPOSAL CONTENT AND FORMAT

4.1. PROPOSAL CONTENT

5. PROPOSAL EVALUATION CRITERIA

5.1. QUALIFICATIONS AND EXPERIENCE

5.2. PROJECT APPROACH

5.3. COST EFFECTIVENESS AND VALUE

5.4. MWSBE INCLUSION EFFORTS

5.5. ACCEPTANCE OF THE TERMS OF THE CONTRACT

APPENDIX 1 – SAMPLE CARWASH VOUCHER

APPENDIX 2 – EXAMPLES OF VEHICLE EQUIPMENT AND ATTACHMENTS

Section 1 Introduction and General Information

AND DECONTAMINATION SERVICES AUGUST 19, 2025 5

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.

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.

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 Water: Refers to Charlotte Water, the City of Charlotte’s Utilities Department.

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.

CDOT: Refers to the the Charlotte Department of Transportation.

CMPD: Refers to the Charlotte Mecklenburg Police Department.

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 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.

Decontamination Services: Refers to cleaning and removal of bio-hazardous stains where bio-hazardous materials such as blood or any other bodily fluid are present.

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.

AND DECONTAMINATION SERVICES AUGUST 19, 2025 6

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.

EPA: Refers to the Environmental Protection Agency.

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

Fire: Refers to the Charlotte Fire Department.

Fleet Management: Refers to the City of Charlotte Fleet Management Division.

GVW: Refers to Gross Vehicle Weight in pounds.

K9 Vehicle: Refers to CMPD vehicles equipped with animal kennels for police dogs.

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.

Off-Site Services: Refers to Services not performed on City of Charlotte property.

On-Site Services: Refers to Services performed on City of Charlotte property.

OSHA: Refers to the Occupational Safety and Health Administration

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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.

Project: Refers to the City’s need for a company to provide Vehicle Cleaning, Detailing, and Decontamination 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 Vehicle Cleaning, Detailing, and Decontamination 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.

AND DECONTAMINATION SERVICES AUGUST 19, 2025 8

Vehicle Cleaning Services: Refers to exterior cleaning and interior cleaning, including removal of non-biohazardous stains.

Voucher: Refers to a paper voucher currently used by City Departments which is submitted to Company for Off-Site Vehicle Cleaning Services.

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.

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;

AND DECONTAMINATION SERVICES AUGUST 19, 2025 9

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 RFP is 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

AND DECONTAMINATION SERVICES AUGUST 19, 2025 10

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, AND DECONTAMINATION SERVICES AUGUST 19, 2025 11

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.

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.

https://charlotte.diversitycompliance.com/

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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.

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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 Low volatile organic compounds Reduced toxicity Energy Efficiency Water efficiency Pollution Prevention Life Cycle 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 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

August 19, 2025 Issuance of RFP. The City issues this RFP.

August 25, 2025

Submission of Written Questions Prior to Pre-Proposal Conference.

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 2:00 p.m. EDT.

August 29, 2025 Non-Mandatory Pre-Proposal Conference to be held via the link indicated in Section 2.3 at 11:00 a.m. EDT.

September 5, 2025 Submission of Questions After the Pre-Proposal Conference. Questions are due by 2:00 p.m. EDT.

September 24, 2025 Proposal Submission. Proposals are due by 12:00 p.m. EDT via the Procurement Portal.

September 24, 2025

- October 15, 2025

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

November 10, 2025 Contract Award by Council.

January 1, 2026 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.

In order for questions to be addressed at the Pre-Proposal Conference, they must be submitted by 2:00 p.m. EDT on August 25, 2025.

After the Pre-Proposal Conference, questions must be submitted in the Procurement Portal by the deadline stated in Section 2.1.

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 August 29, 2025 at 11:00 a.m. EDT.

Meeting information is provided below:

Click here to join – Microsoft Teams Video Conference

To join via phone only - 872-256-4172 Conference ID: 551 971 825#

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.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDk4NThhYTYtNWI5MS00N2Y0LWEyNDktM2ZlMmE5MmRjMTQx%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%229dcb6add-8089-4763-977e-73669fcb5e8a%22%7d

Section 2 Procurement Process

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2.4. Submission of Proposals.

Proposals must be in the format specified in Section 4 of this RFP by September 24, 2025 on or before but no later than 12:00 p.m. EDT.

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.

2.5. 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.

http://charlottenc.gov/vendors http://char/

Section 3 Scope of Services

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3. SCOPE OF CITYWIDE VEHICLE CLEANING, DETAILING, AND DECONTAMINATION SERVICES

3.1. General Scope.

The City of Charlotte, North Carolina (“the City”) is seeking one or more qualified Companies to provide basic washing, full cleaning, and decontamination services for its fleet of vehicles and construction-type equipment. Services will be performed either Off-Site or On-Site as needed by the departments and per request.

Companies shall be able to provide Services for the following Vehicle Categories:

A. Light Duty Vehicles: <10,000 pounds (GVW).

Including but not limited to: sedans, pickup trucks, four-wheel drive light trucks; SUV’s and vans including marked police, fire, and emergency response vehicles.

B. Medium Duty Vehicles: 10,001 pounds through 26,000 pounds (GVW).

Including but not limited to: dual wheel general use medium truck, pick-up trucks; crew cab trucks, step vans, and vehicles with wheel chair lifts.

C. Heavy Trucks: 26,001 pounds and up (GVW).

Including but not limited to: dump trucks, street sweepers, flushers, refuse and recycling trucks, catch basin cleaners, concrete mixers, and fire apparatus.

D. Miscellaneous and Construction Equipment from 10,001 pounds and up.

Including but not limited to: backhoes, track hoes, loaders, track-hoes, excavators, paving rollers, paving machines, dozers, tractors, motor graders, and heavy trailers. (Services to be limited to Decontamination only on an as-needed basis).

Services shall be delivered in the quantities and intervals as requested by the City. Vehicle and equipment make, models, and quantities are subject to change therefore the Company will need to accommodate a variety of vehicles and applications. The Company shall analyze the City’s usage patterns and maintain an adequate supply of required personnel, materials, supplies, and related tools and equipment to meet the City’s needs and avoid delays.

The Company shall take all necessary precautions to ensure personnel do not remove or access City owned equipment. As such, the Company is required to complete and sign a Confidentiality Agreement in conjunction with execution of the Contract.

While the City is flexible with respect to certain elements of the Vehicle Cleaning, Detailing, and Decontamination Services, the City does have certain specific requirements and preferences for the Project and the Service delivery method.

3.2. Background Information.

3.2.1. Vehicle Cleaning Services Performed.

The table below represents the approximate total number of Vehicle Cleaning and/or Decontamination service calls by service type during the period from July 1, 2024 through June 30, 2025. These numbers are presented for informational purposes only. The City does not guarantee any specific number of calls for any of these services for any time period.

Type of Service Number of Services Performed 7/1/24 through 6/30/25

Exterior Wash Only Approximately 6,500 Exterior Wash and Interior Cleaning Approximately 5,500

Detailing Approximately 100 Decontamination Services Approximately 110

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3.2.2. Current Service Request and Verification Process.

In order to streamline and automate the process for requesting Services, Companies shall provide their recommended process for consideration, as indicated in Section 4.1.2.1.

For the Company’s information, the current process for requesting Vehicle Cleaning, Detailing, and Decontamination Services and accounting for services rendered is described in general terms below:

a. Off-Site Vehicle Cleaning.

City employees submit a Car Wash Voucher (“Voucher”) to the Company at the time of service. A sample Voucher has been provided in Appendix 1 for reference. Each Voucher is filled out completely by the City employee and signed by their supervisor prior to receiving Vehicle Cleaning services. The Company submits the original Vouchers back to the individual departments along with the invoice as the record of services performed.

b. On-Site Vehicle Cleaning.

No Voucher system is used for On-site Vehicle Cleaning. The Company either:

i. Visits specific locations on a routine basis and cleans the designated vehicles;

ii. Is contacted verbally or through email on an as-needed basis dependent upon the Department’s needs; or

iii. A request for Service is provided to the Company via work order number. A Department representative verifies the number of services performed upon receipt of invoice.

c. On-Site Decontamination.

A request for Service is provided to the Company in writing or via work order number.

The Department representative verifies the number of Services performed upon receipt of invoice.

3.2.3. Water Conservation Requirements.

The City follows a regional drought management plan. Voluntary and mandatory water conservation measures are issued in response to information provided by the regional Drought Management Advisory Group, including the possibility of a “No Washing” mandate to City departments. As a result, the Company may experience a reduction in vehicle washing frequency for short periods of time.

3.3. Contract Term.

For the purposes of this RFP and the Company’s Proposal, assume an initial term of three (3) years, with the City having the option to renew for one (1) additional two (2) year term thereafter.

3.4. Insurance Requirements.

The Company shall purchase and maintain insurance, during the life of this Contract, for the following:

a. Automobile Liability: No less than $1,000,000 per occurrence/aggregate;

b. Commercial General Liability: No less than $1,000,000 per occurrence/aggregate;

c. Workers’ Compensation Insurance: $100,000 per accident, $500,000 disease per policy, $100,000 disease each employee;

d. Crime Coverage: No less than $50,000 each claim.

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3.5. Vehicle Cleaning and Detailing Responsibilities.

The City requires pricing for three (3) separate cleaning options for exterior and interior vehicle cleaning and detailing Services to City vehicles as listed below. These Services will be provided at both Off-Site and On-Site locations.

3.5.1. Exterior Wash Only.

The exterior of vehicles shall be washed by using a non-caustic, non-abrasive cleaner. Vehicle surfaces shall be air or hand-dried.

3.5.2. Exterior Wash and Interior Cleaning.

Includes exterior wash steps listed above plus:

a. Vacuuming - Vehicles shall be vacuumed to remove loose debris from floors, seats, and floor mats during internal/external vehicle washes only.

b. Interior Flooring Requirements - In some cases there is rubber floor covering in place of or in addition to carpeted mats. The Company shall wipe down the rubber floor covering in addition to the vacuuming requirement. Removable rubber mats shall be wiped or sprayed clean.

c. Interior Glass Surface - All interior glass surfaces shall be cleaned using industry-standard glass cleaning products during internal/external vehicle washes only.

d. Interior Surfaces - Dash, door panels, and console (if applicable) shall be wiped down during internal/external vehicle washes only; not to be performed during external-only washes.

e. Interior Fragrance - Fragrance by spray will be applied to the interior of the vehicle.

3.5.3. Detail Service.

a. Interior Detailing - Consists of vacuuming the vehicle’s complete interior including floor mats, between seats, and in trunk if applicable, shampooing all fabric material including floor mats (except headliner), cleaning all non-fabric materials (trim, door panels, dash, air vents, etc.) then applying protectant, cleaning all windows inside and out. Any trash found in vehicle is to be placed in a disposable plastic bag and left on passenger seat for the City driver/operator to inspect. The City driver/operator will be responsible for disposal of trash after inspection.

b. Exterior Detailing - Consists of complete washing and drying of vehicle, minor scuff/scratch removal, application of wax/paint sealant (unless a Hand Wash has been specifically requested), cleaning of windows, door jambs, tires, and wheels.

c. Hand Wash – For vehicles with certain equipment attachments, the City may request hand washing and drying of vehicle exteriors, door jambs, windows (inside and out), tires, and wheels. The Company shall not wax or use any wax or sealant products on the City’s vehicles where vinyl graphics and/or vehicle wraps are present.

3.5.4. Extra Services.

The following additional charge “a-la-carte” services are of interest to the City:

a. Vehicle Waxing: Includes waxing and buffing of vehicle exterior.

b. Carpet and Mat Shampoo: Includes interior carpet shampooing for the removal of non-bio-hazardous stains such as; dirt, coffee, etc.

c. Wheel Cleaning: Includes hand washing of aluminum, magnesium, and steel wheels using commercially-accepted high quality, non-abrasive cleaner with a soft brush or cloth rag and thorough rinsing with clean water.

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d. Tire Shine/Gloss: Includes application of commercially-accepted high quality/long lasting tire shine/gloss products on tires that have been scrubbed and rinsed just prior to application.

e. Rain/snow/water-repellant glass treatment: Includes application of commercially-accepted treatments for exterior windows.

The Company shall provide a full listing and pricing of a-la-carte service options offered, along with a detailed description of each, as additional line items in Form L: The “Pricing Worksheet”.

3.6. Off-Site Cleaning Services Scope.

3.6.1. Service Locations.

The Company must have facilities located within the geographical boundaries of Mecklenburg and adjacent counties. City personnel will transport the vehicles to the wash location(s).

3.6.2. Vehicle Cleaning Equipment Requirements.

Automatic car cleaning equipment must be capable of handling vehicles with additional equipment and attachments such as light bars, ladder racks, license plate reader (LPR) cameras, and antennas without inflicting damage to the vehicle or its attached equipment.

Photo examples of equipment and attachments utilized by various City departments are provided in Appendix 2.

The Company shall have in its inventory all equipment and supplies to perform the Services outlined in this RFP, including, but not limited to: towels, cleaning agents, chemicals, and any additional equipment or other supplies required for an automated carwash as applicable.

3.6.3. Vehicle Cleaning Service Hours.

Service hours shall be from 7:00 a.m. to 6:00 p.m. Monday – Sunday.

3.6.4. Vehicle Cleaning Completion Time.

Vehicle Cleaning shall be completed within 30 to 60 minutes per unit unless specifically approved otherwise by the Department Representative.

3.7. On-Site Cleaning Services Scope.

3.7.1. Service Locations.

The City’s fleet vehicles are deployed throughout and adjacent to the Mecklenburg County area, therefore the Company shall be required to perform services at any City facility located within Mecklenburg and adjacent counties. On-Site Services must adhere to the environmental requirements for outdoor washing as described in Section 3.10.2.

3.7.2. Vehicle Cleaning Equipment Requirements.

Car washing equipment must be capable of handling vehicles with additional equipment and attachments such as light bars, ladder racks, license plate reader (LPR) cameras, and antennas without inflicting damage to the vehicle or its attached equipment. Photo examples of equipment and attachments utilized by various City departments are provided in Appendix 2.

The Company shall have in its inventory all equipment to perform the Services outlined in this RFP, including, but not limited to: cleaning agents, chemicals, and any additional equipment or other supplies required for On-Site cleaning services as applicable.

3.7.3. Vehicle Cleaning Service Hours and Response Time.

The Company shall respond to calls for service within two (2) hours during normal business hours of 8:00 am through 6:00 pm, Monday through Sunday. After normal business hours, response time shall be within eight (8) hours, and twenty-four (24) hours for special circumstances, including, but not limited to, weekends and Holidays.

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3.7.4. Vehicle Cleaning Completion Time.

Vehicle Cleaning shall be completed within 30 to 60 minutes per unit unless specifically approved otherwise by the Department Representative.

3.8. Vehicle Decontamination and Pest Removal Services Scope.

3.8.1. Service Locations.

The City’s fleet vehicles are deployed throughout the Mecklenburg County area. Public safety vehicles, and occasionally vehicles and equipment from other City departments, require the ability to have Decontamination Services performed On-Site at various locations within…