Request for Proposals

GLASS REPAIR, INSTALLATION AND mAINTENANCE SERVICES

RFP # 269-2026-1845

City of Charlotte North carolina

JANUARY 16, 2026

REQUEST FOR PROPOSALS

RFP # 269-2026-1845

GLASS REPAIR, INSTALLATION AND MAINTENANCE SERVICES

January 16, 2026 Interested Company:

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

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

A Non-Mandatory Virtual Pre-Proposal Conference, for the purpose of reviewing the RFP and answering questions regarding the Services, will be held on February 2, 2026 at 10:00 AM (EST). 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 – Join the meeting now To join via phone only - 872-256-4172 Conference ID: 688 897 559# Please have a copy of the RFP available for reviewing during the Pre-Proposal Conference. Proposal submissions are due no later than February 18, 2026 at 3:00 p.m (EST).

An electronic copy of the RFP in Microsoft Word format may be obtained on the City’s Contracting Opportunities Site by searching for the RFP Title or Number.

RFP questions must be directed to Andre Branch, Department of General Services – City Procurement, per the enclosed instructions in Section 2.2.

The City is an equal opportunity purchaser.

Sincerely, Andre Branch Transit Procurement Officer

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.

If you plan to submit a Proposal, you must follow this checklist and include everything detailed below.

Proposal Format - Proposals should be formatted as follows:

Cover Letter per Section 4.1.1 Proposed Solution per Section 4.1.2 Section 6, Form 1, Request for Proposal Acknowledgement Section 6, Form 2, Addenda Receipt Confirmation Section 6, Form 3, Proposal Submission Section 6, Form 4, Pricing Worksheet Exceptions to any part of the RFP (If you take any exceptions to anything in this document list it in a category in your Proposal, please complet the Exceptions form in Section 6, Form 5 and offer an alternative solution.)

The above items constitute all that must be included in the Proposal. If awarded a contract, you will be required to provide an insurance certificate that meets or exceeds the requirements set forth in Exhibit A – Sample Contract.

It is the Company’s responsibility to check the City’s Procurement Portal (Bonfire) at the following link CATS Glass Repair, Installation and Maintenance Services for any addenda or changes to this Project.

TABLE OF CONTENTS[TO UPDATE PLACE CURSOR ANYWHERE IN THE TOC AND PRESS F9, or right click and select update field]

Table of Contents

CATS Glass Repair, Installation and Maintenance Services

RFP# 269-2026-1845 JANUARY 16, 2026 18

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 glass repair, installation, and maintenance services.

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

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

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

Charlotte Combined

Company Project

Environmentally

Minority-owned Business Enterprise/

Post-Consumer

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

Specifications and

Woman-owned Business Enterprise/

1.2. 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 delivering such requests to the City's designated representative as directed in RFP Section 2.

1.3. 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, or to cancel this RFP, at any time;

1.4.2. To require any Companies to supplement or clarify its Proposal or provide additional information relating to its Proposals;

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

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

1.4.5. To reject any or all Proposals;

1.4.6. To share the Proposals with City employees and contractors in addition to the Evaluation Committee as deemed necessary by the City;

1.4.7. 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;

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

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

1.4. 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.

1.5. Proposal Conditions.

The following terms are applicable to this RFP and the Company’s Proposal.

1.5.

1.6.

1.6.1. RFP 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. Trade Secrets and Personal Identification Information.

Definition.

Upon receipt by City Procurement, 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 in accordance with this Section 1.6.2 by clearly separating them from the rest of the Proposal. For hard copy documents, it must be submitted in a separate, sealed envelope, marked either “Personally Identifiable Information – Confidential” or “Trade Secret—Confidential and Proprietary Information.” For electronic submissions it must also be submitted on a separate flash drive. In both hard copy or electronic format, the confidentiality caption stated above must appear on each page of the Trade Secret or PII materials.

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 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.

1.6.3. Amendments to RFP.

If the City amends this RFP, addenda will be posted to the City’s Procurement Portal at Companies are required to acknowledge receipt of each addendum by including the Addenda Receipt Confirmation Form (Section 6, Form 2) with their Proposals.

1.6.4. 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.

1.6.5. Proposal Binding for 180 Days.

Section 6, Form 3 contains a statement to the effect that the Proposal is a firm offer for one-hundred-eighty (180) calendar day period from the date of the opening. This statement must be signed by an individual authorized to bind the Company. All prices quoted shall be firm and fixed for the full Contract period. The City shall have the option to accept subject to exception by Contract.

1.6.6. Charlotte Business INClusion Program.

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

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

1.6.7. 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.

1.6.8. 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.

1.6.9. 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.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.

1.6.10. Withdrawal for Modification of Proposals.

Companies may change or withdraw a previously-submitted Proposal at any time prior to the Proposal due date. Only formal written requests addressed in the same manner as the Proposal and received by the City prior to the Proposal due date will be accepted. The request must be in a sealed envelope that is plainly marked “Modifications to Proposal.” No oral modifications will be allowed. If the Company complies with this Section, after the Proposal due date, the Proposal, will be withdrawn or corrected in accordance with the written request(s).

1.6.11. 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.

1.6.12. Exceptions to the RFP.

Other than exceptions that are stated in compliance with this Section and Section 4.1.4, each Proposal shall be deemed to agree to comply with all terms, conditions, specifications, and requirements of this RFP including the Sample Contract language included in Section 7. 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 the Sample Contract language included as in Section 7. 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.

1.6.13. 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.

1.6.14. 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 Proposals. Failure to do so will be at the Company’s own risk.

1.6.15. 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:

Life cycle management Low volatile organic compounds

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. 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.

Section 1 Introduction and General Information

2. Procurement Process.

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

2.1. Schedule and Process.

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

FEBRUARY 18, 2026 –

MARCH 4, 2026

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

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 3:00 p.m. (EST) on January 26, 2026.

After the Pre-Proposal Conference, follow-up questions must be submitted in the Procurement Portal by the deadline of 5:00 p.m. (EST) on February 6, 2026 as 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 Bonfire Procurement Portal.

2.3. Pre-Proposal Conference.

A Non-Mandatory Pre-Proposal Conference will be conducted on February 2, 2026 at 10:00 a.m. (EST). Meeting information is provided below:

Click here to join – Join the meeting now To join via phone only - 872-256-4172 Conference ID: 688 897 559# While attendance at the Pre-Proposal Conference is not mandatory, all interested Companies are encouraged to attend. If special accommodations are required for attendance, please notify the City in advance through the Vendor Discussion section of the Procurement Portal.

2.4. Submission of Proposals.

Proposals must be in the format specified in Section 4 of this RFP by February 18, 2026 on or before but no later than 3:00 p.m. (EST).

When received, all Proposals and supporting materials, as well as correspondence relating to this RFP, shall become the property of the City. Proposals sent by fax or email will not be accepted.

Do not arrive at City Procurement on the Proposal due date for the purposes of reviewing your competitors’ Proposals. The Proposals will not be read aloud or made available to inspect or copy until any trade secret issues have been resolved. All Proposals will be time-stamped upon receipt and held in a secure place until opening.

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 Section 2 Procurement Process

3. SCope of GLASS REPAIR, INSTALLATION AND MAINTENANCE SERVICES

The Charlotte Area Transit System (CATS) must repair, replace and maintain glass at various facilities throughout the city of Charlotte and surrounding areas.

The initial term of the contract for these services will be three (3) years, with the possibility of two (2), one-year renewals. Company must be able to repair or replace all types of glass storefronts and doors, and associated glass accessories or products, including but not limited to:

· Bus Shelters

· Store fronts/Aluminum Doors,

· Commercial Glass Doors,

· Frameless Glass Doors,

· Commercial Glass Walls,

· Commercial Mirror Walls,

· Interior Glass Systems,

· Back Painted Glass,

· Curtain Walls / Skylights,

· Specialty Glass (examples: acrylic, lexan, insulated, impact/bullet-resistant),

· Windows of all types, including single and double pane,

· Window screens, new and rescreened,

· Marker Boards,

· Glass trophy cases, show cases and glass shelves, and

· Typical associated glass accessories or products.

Services shall include, but not be limited to:

· Door repair, replacement or renovation,

· Window repair, replacement or renovation,

· Storefront repair, replacement or renovation,

· Water Intrusion Repair, and

· Emergency Repairs and Board-Up services.

2. Service Hours.

Regular Business Hours shall be work performed between 8:00 a.m. to 5:00 p.m. Monday through Friday, excluding dates when City offices are closed for holidays.

After-Hour Service shall be work performed after 5:00 p.m. and before 8:00 a.m. the next morning.

Weekend and Holiday Service shall be work performed during Saturday, Sunday, or during any date when City offices are closed for the holidays.

3. Response Time.

Response time to all routine repair service work during regular business hours shall be within 24 hours after Company receives request, with the exception of an emergency request for safety/security calls that occurs during Regular Business Hours, which shall be one (1) hour.

After-Hours and Weekend/Holiday repair requests shall have a two (2) hour response time.

4. “Board Up” Services.

From time to time, the Company shall be required to “board-up” a facility due to broken glass, should replacement glass not be obtained immediately. Due to security and safety issues, Company shall provide this service immediately. Boarding up services shall be in compliance with prevailing commercial practices and shall be charged at the labor rate shown in on the Section 6, Form 4 Pricing Worksheet plus fair and reasonable cost for supplies (i.e. plywood, screws, etc.)

5. Familiarity and Compliance with Laws and Ordinances.

Company shall comply with all applicable federal, state and local laws, rules, regulations, ordinances and codes and secure and maintain any licenses, permits and or certifications required to provide the services under this RFP.

Any permits required by Charlotte-Mecklenburg Code Enforcement for the prosecution of the work shall be secured and paid for by the Company. Company must submit to the City Project Manager a copy of the permit and evidence of final inspection.

6. Supervision.

The Company shall provide one competent individual, fluent in the English language and authorized to act in a supervisory capacity for the Company, who shall be present at all times while services are performed.

7. Care of Work.

While the City is flexible with respect to certain elements of the Glass Repair, Installation and Maintenance Services, the City has specific requirements and preferences for the Service delivery method.

Company shall perform all work and orders with due diligence and in good and workmanlike manner and shall complete the work and orders in accordance with industry standards.

Damaged glass to be replaced shall be completely removed and legally disposed of by the Company at an off-site location. Frames shall be cleaned of all old debris prior to replacement.

Company shall ensure that replacement/repairs of any glass door/window shall be free of water and air leaks using proper glazing sealants, adhesives, and other industry standard methods of weatherproofing. Repairs or replacements shall be guaranteed not to leak for one (1) full year from the date of acceptance of the repair or replacement, or the manufacturer’s warranty, whichever is greater.

Company must comply with all manufacturers’ written instructions for all aspects of glass repair and replacement services covered in this RFP.

Upon completion of the work, Company shall clean up the area where the work was performed and shall remove and legally dispose of any and all debris generated by the repairs at an off- site location.

8. Guarantee.

Company guarantees that all work, material, and equipment furnished and installed are free from defects in material and craftmanship for a period of one (1) year from the date of receipt and acceptance by the City.

9. Safety.

Company shall adhere to the Occupational Safety and Health Administration’s (OSHA’s) most recently published Safety and Health Regulations for Construction (29 CFR 1926) and general Occupational Safety and Health Standards (29 CFR 1910).

Company shall practice acceptable safety precautions so as not to cause harm to any persons or property while performing services under this RFP or any resulting contract. Company shall follow industry safety standards, and use only industry approved safety equipment in accordance with the manufacturer’s specifications in the performance of all duties.

Company shall maintain at all times all equipment in proper and safe operating conditions in accordance with the manufacturer’s specifications.

Company shall exercise extreme caution around facility occupants, pedestrians and parked cars.

Company shall clearly mark all work areas that might endanger the health and safety of facility occupants or any other persons.

10. Freight and Delivery Charges, Special Orders.

It shall be the Company’s responsibility to furnish all commodity items FOB destination on all normally stocked items.

Exceptions to this would be priority deliveries for special orders, or non-stock glass or components required, when approved by the City Project Manager.

The City will not pay mark-up on freight or other directly chargeable incurred costs, but will reimburse the Company for these priority delivery expenses. Company shall provide a copy of the invoice to document these costs.

Insulated Glass: The City is aware that commercial insulated glass units can be made of an unlimited number of component combinations in a multitude of design and/or performance requirements and, as the pricing for such is varied, this commodity shall be separately quoted on an as-needed basis.

Acrylic and Lexan Glass Orders Requiring Hole Drilling: These types of materials require special equipment to control heat dissipation in the hole- drilling process. The hole-drilling process is not a line item priced in the pricing section and, as such, this commodity shall be separately quoted on an as-needed basis.

11. Equipment.

Some circumstances may require special equipment such as swing stages, scaffolding, man- lifts, etc. If this equipment is rented by the Company, the cost of rental shall be invoiced as a separate line item with a mark-up not to exceed the percentage shown in Section 6, Form 4, Pricing Worksheet. A copy of the rental invoice shall be attached to Company’s invoice as supporting documentation.

12. Reporting Requirements.

Company will be required to keep legible and detailed documentation on all work performed under this contract in accordance with Section 6, Form 4, Pricing Worksheet. Detailed documentation includes but is not limited to the following items:

· Date(s) of service,

· time in and time out,

· facility location serviced,

· specific area (location of the door or window repair or replacement),

· detailed repair report and services performed,

· number of service hours,

· hourly rate for services performed,

· itemized material(s) used,

· cost of material(s)/equipment,

· applicable sales tax as a separate line item,

· name of the technician, and

· copy of warranty as applicable for any new material/equipment installed. All documentation must be included with the invoice.

Section 3 Scope of Services

4. Proposal CONTENT AND format.

The City desires all Proposals to be identical in format in order to facilitate comparison. While the City’s format may represent departure from the Company’s preference, the City requires strict adherence to the format. The Proposal will be in the format described below:

A. Cover letter;

B. Proposed Solution;

C. The “Request for Proposal Acknowledgement” (Required Form) set forth in Section 6, Form 1 D. The “Addenda Receipt Confirmation” (Required Form) set forth in Section 6, Form 2;

E. The “Proposal Submission” (Required Form) set forth in Section 6, Form 3;

F. The “Pricing Worksheet” (Required Form) set forth in Section 6, Form 4;

G. Exceptions to the Remainder of the RFP, including the Sample Contract in Section 7 (if applicable).

Companies are required to organize the information requested in this RFP in accordance with the format and instructions outlined above and detailed below. Failure to do so may result in the City, at its sole discretion, deeming the Proposal non-responsive. The Company, however, may reduce the repetition of identical information within several sections of the Proposal by making the appropriate cross-references to other sections of the Proposal. Appendices for certain technical or financial information may be used to facilitate Proposal preparation.

4.1. Proposal Content.

4.1.1. Cover Letter.

The Proposal must include a letter of transmittal attesting to its accuracy, signed by an individual authorized to execute binding legal documents. The cover letter shall provide the name, address, telephone and facsimile numbers of the Company along with the name, title, address, email address, and telephone numbers of the executive that has the authority to contract with the City. The cover letter shall present the Company's understanding of the Project and a summary of the approach to perform the Services.

4.1.2. Proposed Solution.

Given the purpose of this Project and the City's goals as stated in this RFP, provide a creative solution to meet such goals. For each component of the Project described in Section 3, state whether and how your Proposed Solution complies as well as any additional information requested. If you wish to add supplemental information, it shall be labeled “Supplemental Information.”

4.1.3. Required Forms.

To be deemed responsive to this RFP, Companies must complete, in detail, all Proposal Forms listed in this Section 4, items numbered C through M.

4.1.4. Exceptions to the RFP.

Exceptions must be submitted in accordance with Section 1.6.12 of this RFP. 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 intends to enter into a City-drafted Contract with the successful Company that contains the terms and conditions set forth in Section 7 (“Sample Terms”). The number and extent of any exceptions and proposed additions to the Sample Terms will be one of the City’s evaluation criteria.

Accordingly, each Company must state specifically in its Proposal any exceptions to the Sample Terms, or any such exceptions will be waived. Any Company-proposed additional terms or conditions must also be included in the Proposal, and 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.

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.

Section 4 Proposal Content and Format

5. proposal evaluation criteria.

Proposals will be evaluated based on the Company's ability to meet the performance requirements of this RFP. This section provides a description of the evaluation criteria that will be used to evaluate the Proposals. To be deemed responsive, it is important for the Company to provide appropriate detail to demonstrate satisfaction of each criterion and compliance with the performance provisions outlined in this RFP. The Company’s Proposal will be the primary source of information used in the evaluation process. Proposals must contain information specifically related to the proposed Services and requested herein. Failure of any Company to submit information requested may result in the elimination of the Proposal from further evaluation.

Proposals will be assessed to determine the most comprehensive, competitive and best value solution for the City based on, but not limited to, the criteria below. The City reserves the right to modify the evaluation criteria or waive portions thereof. Proposals will be evaluated on the following major categories:

a. Qualifications, Experience, And Approach;

b. Cost Effectiveness and Value;

c. Acceptance of the Terms of the Contract

5.1. Qualifications, Experience, and Approach.

Companies will be evaluated based upon their understanding, experience and qualifications in performing the same or substantially similar Services, as reflected by its experience in performing such Services. The evaluation will include references regarding work for organizations with needs similar to the City's, and the feasibility of the Company's approach for the provision of the Services.

5.2. Cost Effectiveness and Value.

Under this criterion, Proposals will be compared in terms of the most reasonable and effective pricing options. The Evaluation Committee will also take into consideration any indirect costs associated with the Services and administration of the Contract.

5.3. Acceptance of the Terms of the Contract.

The City will evaluate the Proposals for compliance with the terms, conditions, requirements, and specifications stated in this RFP including the sample contract language provided in Section 7. Regardless of exceptions taken, Companies shall provide pricing based on the requirements and terms set forth in this RFP. Exceptions shall be identified in accordance with Sections 1.6.12 and 4.1.4 of this RFP.

Section 5 Evaluation Criteria

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REQUIRED FORM 1 – REQUEST FOR PROPOSALS ACKNOWLEDGEMENT

RFP # 269-2026-1845

GLASS REPAIR, INSTALLATION AND MAINTENANCE SERVICES

The Company hereby certifies receipt of the Request for Proposals for the City of Charlotte, North Carolina RFP #269-2026-1845, GLASS REPAIR, INSTALLATION AND MAINTENANCE SERVICES. This form should be completed upon receipt of the City’s Request for Proposals and included in the proposal as part of Required Forms. This form can also be emailed in time for the City to receive it by or before February 2, 2026 in preparation for the Non-Mandatory Pre-Preposal Meeting. Failure to submit this form by the designated date above shall not preclude the Company from submitting a proposal, but needs to be submitted as part of the proposal as a Required Form by or before the proposal deadline of February 18, 2026. If desired, please email the completed Request for Proposals Acknowledgement Form to the attention of:

Andre Branch Department of Contracting and Procurement Email: andra.branch@charlottenc.gov

Date: _________________________ Authorized Signature:_______________________________________________________ Title:__________________________________________________________________________ Company Name:________________________________________________________________ Contact Name: _________________________________________________________________ Contact E-mail Address: __________________________________________________________ Contact Phone Number: __________________________________________________________ If emailing this form by or before February 2, 2026 in…