274-5220-2026-FMH.pdf

(v.09/15/25)

Request for Proposals # 274-5220-2026-FMH-1

Title: DE Benton WTP Instrumentation Services

Issue Date: September 1 8, 2026

Due Date: October 23 , 2026, no later than 3:30PM EST

*LATE PROPOSALS WILL NOT BE ACCEPTED*

Issuing Department: Raleigh Water / DEB Water Treatment Plant

Direct all inquiries concerning this RFP to:

Mike Hughes

Plant Operations Superintendent

Email: Frederick.Hughes@raleighnc.gov

Table of Contents

1. Introduction

1.1 Purpose

1.2 Background

1.3 RFP Timeline

1.4 Pre-Proposal Conference

1.5 Proposal Question

1.6 Proposal Submission Requirements & Contact Information

1.7 Business Engagement & Opportunities

1.8 Rights to Submitted Material

1.9 Communications

1.10 Lobbying

1.11 Conflicts of Interest

1.12 Proposer Expenses

1.13 Proposer Acceptance

2. Proposals

2.1 Request for Proposals Required Document Format

2.2 RFP Documents

3. Proposal Evaluation

3.1 Proposal Evaluation Criteria (Stage 1)

3.2 Interview/Demonstration (Stage 2)

3.3 Final Selection

3.4 Notice to Proposers Regarding RFP Terms & Conditions

3.5 Contract Term…………………………………………………………….12

4. Scope of Services

Appendix I – Proposal Cost Form

Appendix II – Proposer Questionnaire

Appendix III – Reference Questionnaire (Instructions)

Appendix IV – Reference Questionnaire Form

Appendix V – Sample Contract

Appendix VI (Exhibit A) – DE Benton WTP Instrumentation List 2026……………………37

Appendix VII (Exhibit B)- DE Benton Weekly Instrumentation Duties……………………59

Appendix VIII (Exhibit C) – City of Raleigh – Raleigh Water Vendor Evaluation Form…60

1 INTRODUCTION

1.1 Purpose

The City of Raleigh (COR) is solicitating proposals from one or more firm(s) with which to contract for the following services:

The City of Raleigh D.E. Benton WTP (DEB) is seeking the services of an established Instrumentation Service company to provide routine maintenance and calibration services of the items on attachment Exhibit A at the frequencies indicated. Exhibit B list the weekly/monthly cle aning duties. The Contractor must provide calibrations to NIST (National Institute of Standards and Technology) Traceable standards or standards as defined by the equipment manufactures specifications or as defined the by City of Raleigh. To accomplish thi s Contractor will use ISO17025 Accredited Field Service Engineers or personnel certified and trained by the manufacturer of the equipment in Exhibit A or personnel having extensive experience and training on all devices within the equipment listing in Exhi bit A. Please note new equipment has been added since the

2022 RFP.

A detailed scope of services is provided in Section 4 of this document.

All information related to this solicitation, including any addenda, will be posted to the North Carolina electronic Vendor Portal (eVP) at https://evp.nc.gov/.

All questions related to this solicitation must be submitted in writing (via email) to the following individual – questions submitted via telephone will not be answered:

Contact Name Email Address

Frederick.Hughes@raleighnc.gov

1.2 Background

The City of Raleigh, the Capital City of North Carolina, remains one of the fastest growing areas in the country. A great economy, top educational institutions, and exceptional health care facilities are some of the characteristics that attract people to the triangle area. The mild climate, diverse work force and proximity to Research Triangle Park combine to make Raleigh a great place to live.

Raleigh is a 21st Century City of Innovation focusing on environmental, cultural, and economic sustainability. The City conserves and protects our environmental resources through best practice and cutting-edge conservation and stewardship, land use, infrastructure and building technologies. The City welcomes growth and diversity through policies and programs that will protect and enhance Raleigh’s existing neighborhoods, natural amenities, history, and cultural and human resources for future generations. The City leads to improve quality of life for neighborhoods and standard of living for all citizens.

https://evp.nc.gov/

The City works with universities, colleges, citizens, and local partners to promote new technology, create new job opportunities, and encourage local businesses and entrepreneurs. The City enlists and prepares 21st Century staff with the skill sets to carry out the duties of the City through transparent civic engagement and by providing the very best customer service to our citizens.

CORPUD operates and maintains the 20 MGD D.E. Benton Water Treatment Plant to produce potable drinking water for the City’s retail and contract water customers. The City uses equipment and instrumentation throughout the water treatment process to continuou sly monitor pressure, flow, levels, chemical residual, turbidity, pH, ozone, temperature, gas, particle counts, etc. This equipment and instrumentation requires repair, cleaning, and calibration at various frequencies as stated in Exhibits A and B.

1.3 Request for Proposal (RFP) Timeline

Provided below is a list of the anticipated schedule of events related to this solicitation.

The City of Raleigh reserves the right to modify and/or adjust the following schedule to meet the needs of the service. All times shown are Eastern Time (EST):

1.4 Pre-Proposal Conference

If the City of Raleigh elects to conduct a Pre-Proposal Conference or Site Visit, attendance by prospective proposers is strongly encouraged but is not mandatory. Prospective Proposers are encouraged to submit written questions in advance. Date, time, and location of pre-proposal conference is shown above in the RFP Timeline (Section 1.3).

RFP Process Date and Time

RFP Date

September 1 8, 2026

Pre-Proposal Meeting/Site-Visit (if required)

DE Benton WTP Training Room

September 30, 2026 @ 10:30 am

Deadline for Written Questions October 12, 2026, 3:30 pm

City Response to Questions (anticipated)

October 16, 2026, 3:30 pm

Proposal Due Date and Time

October 23, 2026 @ 3:30 pm

Evaluation Meeting (anticipated)

October 30, 2026

Interviews (if required)

N/A

Selection Announced (tentative)

November 6, 2026

1.5 Proposal Questions

Requests for clarification and questions to this RFP must be received by the City not later than the date shown above in the RFP Timeline (Section 1.3) for the submittal of written inquires. The firm’s failure to request clarification and submit questions by the date in the RFP Timeline above shall be considered to constitute the firm’s acceptance of all City’s terms and conditions and requirements.

The City shall issue addenda reflecting questions and answers to this RFP, if any, and shall be posted to North Carolina electronic Vendor Portal (eVP). No information, instruction or advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Proposers can only rely on written material contained in an Addendum to this RFP.

It is important that all Proposers submitting to this RFP periodically check eVP for any Addenda. It is the Proposers responsibility to ensure that all addenda have been reviewed and, if required signed and returned.

All questions related to this solicitation must be submitted in writing (via email) to the following individual – questions submitted via telephone will not be answered:

Contact Name Email Address

Frederick.hughes@raleighnc.gov

1.6 Proposal Submission Requirements and Contact Information

Proposals must follow the format as defined in Section 2 (PROPOSALS), and be addressed and submitted as follows:

DELIVERED BY US POSTAL SERVICE

MAIL:

DELIVERED BY OTHER DEIVERY

SERVICES:

DO NOT use US Postal Service City of Raleigh

ATTN: Mike Hughes

DE Benton WTP

2315 Benson Rd

Garner, NC 27529

RFP No. 274 -5220 -2026 -FMH -1

Proposals must be enclosed in an envelope or package and clearly marked with the name of the submitting company, the RFP number and the RFP Title.

Proposers must submit:

A. one (1) signed original;

B. one (1) electronic version of the signed proposal and;

C. and (three) (3) copies of the signed proposal.

The electronic version of the Proposal must be submitted as a viewable and printable Adobe Portable Document File (PDF) on a USB Flash Drive. Both hard copy and electronic versions must be received by the City on or before the RFP due date and time provided in RFP Timeline (Section 1.3). Proposals received after the RFP due date and time will not be considered and will be returned unopened to the return address on the submission envelope or package.

Proposers must respond to the entire Request for Proposals (RFP). Any incomplete proposal may be eliminated from competition at the discretion of the City of Raleigh. The City reserves the right to reject any or all proposals for any reason and to waive any informality it deems in its best interest.

Proposals that arrive after the due date and time will not be accepted or considered for any reason whatsoever. If the firm elects to mail in its response, the firm must allow sufficient time to ensure the City’s proper receipt of the package by the time specified in the RFP Timeline (Section 1.3). Regardless of the delivery method, it is the responsibility of the firm to ensure that their proposal arrives at the designated location specified in this Section by the due date and time specified in the RFP Timeline (Section 1.3).

1.7 Business Engagement & Opportunities

The City of Raleigh maintains processes to conduct business with all business enterprises, including small, emerging, growing, under-capitalized, and under-resourced firms or organizations.

1.8 Rights to Submitted Material

All proposals and supporting materials, as well as correspondence relating to this RFP, shall become the property of the City. The content of all submittals will be held confidential until the selection of the firm is made. Proposals will be reviewed by the Evaluation Team, as well as other City staff and members of the general public who submit public record requests. Any proprietary data must be clearly marked. In submitting a Proposal, each Prospective Proposer agrees that the City may reveal any trade secret materials contained in such response to all City staff and City officials involved in the selection process and to any outside consultant or other third party who serves on the Evaluation Team or who is hired by the City to assist in the selection process.

Proposals marked entirely as “confidential”, “proprietary”, or “trade secret” will be considered non-responsive and will be removed from the evaluation process.

1.9 Communications

All communications of any nature regarding this RFP with any City staff, elected City officials, evaluation committee members, are strictly forbidden from the time the solicitation is publicly posted until award. Questions must be submitted in writing to the individual designated in Section 1.1 (Purpose), prior to the deadline provided in the RFP Timeline (Section 1.3). Violation of this provision may result in the firm’s proposal being removed from consideration.

1.10 Lobbying

By responding to this RFP, the firm certifies that is has not and will not pay any person or firm to influence or attempt to influence an officer or employee of the City or the State of North Carolina, or any elected official in connection with obtaining a contract as a result of this RFP.

1.11 Conflicts of Interest

City of Raleigh contracts are controlled by three conflict of interest provisions.

First, federal procurement standards provide in 2 CFR 200.318 (c)(1), No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest. Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or a firm which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers, employees, and agents of the non-Federal entity may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts.

Similarly, the North Carolina General Statutes provides a criminal statute for conflicts of interest in public contracting. N.C.G.S. § 14-234(a):

(1) No public officer or employee who is involved in making or administering a contract on behalf of a public agency may derive a direct benefit from the contract except as provided in this section, or as otherwise allowed by law. (2) A public officer or employee who will derive a direct benefit from a contract with the public agency he or she serves, but who is not involved in making or administering the contract, shall not attempt to influence any other person who is involved in making or administering the contract. (3) No public officer or employee may solicit or receive any gift, favor, reward, service, or promise of reward, including a promise of future employment, in exchange for recommending, influencing, or attempting to influence the award of a contract by the public agency he or she serves.

City of Raleigh Charter Section 3.9 regulates private transactions between the City and its officials and employees. The Charter states:

No member of the City Council, official, or employee of the City of Raleigh shall be financially interested, or have any personal beneficial interest, either directly or indirectly, as agent, representative, or otherwise, in the purchase of, or contract for, or in furnishing any materials, equipment or supplies to the City of Raleigh, nor shall any official or employee of the City of Raleigh accept or receive, or agree to accept or receive, directly or indirectly, from any person, firm or corporation to whom any contract may be awarded or from whom any materials, equipment or supplies may be purchased by the City of Raleigh, by rebate, gift, or otherwise, any money or anything of value whatsoever, or any promise, obligation or contract for future reward or compensation, for recommending or procuring the uses of any such materials, equipment or supplies by the City of Raleigh; no member of the City Council, official or employee of the City of

Raleigh shall for his own personal benefit operate, directly or indirectly, any concession in any building or on any lands of the City of Raleigh, nor shall any official or employee of the City of Raleigh bid for or be awarded any contract granting concessionary rights of any nature or kind from the City of Raleigh; it shall be unlawful for any member of the City Council, official or employee of the City of Raleigh to bid for or to purchase or to contract to purchase from the City of Raleigh any real estate, equipment, materials, or supplies of any nature or kind whatsoever, either directly or indirectly, at either public or private sale, either singly, or through or jointly with any other person.

1.12 Proposer Expenses

The City of Raleigh will not be responsible for any expenses incurred by any Proposer in the development of a response to this Request for Proposal or any other activities associated with this procurement including but not limited to any onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided, submitted, or given to City of Raleigh and/or its representatives. Further, the City of Raleigh shall reserve the right to cancel the work described herein prior to issuance and acceptance of any contractual agreement/purchase order by the recommended Proposer even if the awarding authority for each entity has formally accepted a recommendation.

1.13 Proposer Acceptance

Submission of any proposal indicates a Proposer’s acceptance of the conditions contained in this RFP. Furthermore, the City of Raleigh is not bound to accept a proposal on the basis of lowest price, and further, the City has the sole discretion and reserves the right to cancel this RFP, and to reject any and all proposals, to waive any and all informalities and/or irregularities and reserves the right to re-advertise this RFP with either the identical or revised scope and specifications if it is deemed to be in the best interests of the City to do so.

The City of Raleigh reserves the right to accept or reject any or all of the items in the proposal, and to award the contract in whole or in part and/or negotiate any or all items with individual Proposers if it is deemed in the best interest of the City to do so. Moreover, the City reserves the right to make no selection if proposals are deemed to be outside the fiscal constraint or not in the best interest of the City.

2 PROPOSALS

Submitted proposals must follow the format outlined below. The City may reject as non-responsive at its sole discretion any proposal that does not provide complete and/or adequate responses or departs in any substantial way from the required format.

2.1 Request for Proposals Required Document Format

Proposals should be on 8-1/2” x 11” (A4-sized) paper, printed on both sides, bound with only removable clips or staples (no 3-ring binders), and divided into sections using tabs to easily identify and separate each section as follows:

2.1.1. Section/Tab 1: Cover Letter

Provide an introduction letter summarizing the unique proposal of your firm to meet the needs of this service requirement. This letter should be presented on the firm’s official letterhead and signed by an authorized representative who has the authority to enter into a contract with the City on behalf of the firm. Additionally, include the name, address, telephone and email address of the individual who serves as the point of contact for this solicitation.

2.1.2. Section/Tab 2: Corporate Background and Experience

Include background information on the firm and provide detailed information regarding the firm’s experience with similar projects. Provide a list of all similar contracts performed in the past (5) number of years, accompanied by at least (3) references (contact persons, firm, telephone number and email address).

Include the total amount invoiced for each listed project, the length of the project, and list of those involved in the project who are also proposed for the subject project named in this solicitation. Failure to provide a list of all similar contracts in the specified period may result in the rejection of the firm’s proposal. The evaluation team reserves the right to contact any or all listed references, and to contact other public entities regarding past performance on similar projects.

2.1.3. Section/Tab 3: Financial Information

Review and provide one of the following three (3) financial statement options:

1. Recent audited or reviewed financial statements prepared by an independent certified public accountant (CPA) that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the audited or reviewed financial statements were prepared more than six (6) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures from the date of the audited or reviewed financial statements to the end of the most recent financial reporting period (i.e., the quarter or month preceding the issuance date of this RFP)).

OR

2. Recent compiled financial statements prepared by an independent CPA that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the compiled financial statements were prepared more than three (3) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures to date), and other evidence of financial stability such as most recently filed income tax return, evidence of a line of credit/loans/other type of financing with statement of amount in use/outstanding balance (e.g., a complete copy commitment letter, loan agreement, billing statement reflecting the line of credit or statement from lender acknowledging the commitment to fund the Proposer’s stated financing), personal guaranty with copies of personal income tax filing and statement of net worth or such other evidence that is accurate, reliable and trustworthy regarding the Proposer’s financial stability.

OR

3. Include a certified, signed statement from a licensed CPA regularly engaged in the review of the firm’s financial information verifying the financial viability of the firm.

All financial information, statements and/or documents provided in response to this solicitation shall be kept confidential provided that EACH PAGE is marked as follows:

“CONFIDENTIAL – DO NOT DISCLOSE EXCEPT FOR THE EXPRESS PURPOSE OF

PROPOSAL EVALUATION.“

“Recent” shall be defined as financial statements that were prepared within the 12 months preceding the issuance date of this RFP.

Consolidated financial statements of the Proposer’s parent or related corporation/business entity shall not be considered, unless: (1) the Proposer’s actual financial performance for the designated period is separately identified in and/or attached to the consolidated statements, (2) the parent or related corporation/business entity provides the State with a document wherein the parent or related corporation/business entity will be financially responsible for the Proposer’s performance of the contract and the consolidated statement demonstrates the parent or related corporation’s/business entity’s financial ability to perform the contract, financial stability and/or such other financial considerations identified in the evaluation criteria; and/or (3) Proposer provides its own internally prepared financial statements and such other evidence of its own financial stability identified above.

The firm’s failure to provide any of the above-referenced financial statements may result in the proposal being removed from consideration. Proposers are also encouraged to explain any negative financial information, and to provide documentation supporting those explanations and demonstrating the financial strength of the firm.

2.1.4. Section/Tab 4: Project Understanding, Approach and Schedule Provide a comprehensive narrative, outline, and/or graph demonstrating the firm's understanding and approach to accomplishing the tasks outlined in the Scope of Work section of this RFP. A description of each task and deliverable and the schedule for accomplishing each shall be included.

2.1.5. Section/Tab 5: Team Firm, Experience and Certifications This section must include the proposed staffing, deployment and firm of personnel to be assigned to this project. The Proposer shall provide information as to the Proposals and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person. A project-specific firm chart which clearly illustrates the roles, responsibilities, and the reporting relationships of each team member should be included.

2.1.6. Section/Tab 6: Cost

In a separate sealed envelope provide a minimum of (three) (3) complete copies of the Proposal Cost Form and any additional itemized cost breakdown or price schedule.

Hourly rates shall be fully burdened to include all costs, all applicable overhead and profit (including lodging, meals, and transportation). Attach any additional pricing details.

2.2 RFP Documents

This RFP is comprised of the base RFP document, any attachments, and any addenda released before the contract is awarded. All attachments and addenda released for this RFP in advance of any contract award are incorporated herein by reference.

3 PROPOSAL EVALUATION

3.1 Proposal Evaluation Criteria (Stage 1)

This is not a bid. There will not be a public opening. The proposals received in response to this RFP will be evaluated and ranked by the evaluation committee in accordance with the process and evaluation criteria contained below. Responses will be evaluated in light of the material and substantiating evidence presented in the response and not based on what is inferred. After thoroughly reading and reviewing this RFP, each evaluation committee member shall conduct his or her independent evaluation of the proposals received and grade the responses on their merit in accordance with the evaluation criteria set forth in the following table.

The maximum interview/demonstration points a Proposer can receive is five (5) points.

The Proposers selected for interviews/demonstrations under this section will be notified in writing of the date and time. The Proposers’ interview/demonstrations shall be based solely upon information provided in each Proposer’s original proposal. No new information may be presented.

Criteria (a)

Weight (b)

Score (0-3)

(a) x (b) Weighted

Score

Corporate Background and Experience 20

Firm Financial Stability 10

Project Understanding 10

Project Approach 15

Team Firm Experience 20

Proposed Cost 25

Total Score (without Interview/Demonstrations)

Interview/Demonstration (if applicable) N/A

Final Score (with Interview/Demonstrations)

Score Points 0- Missing or Does Not Meet Expectation 2- Meets Expectation 1- Partially Meets Expectation 3- Exceeds Expectation

Cost Formula: The cost criterion is rated by giving the proposal with the lowest total cost the maximum number of Cost points available. The remaining proposals are rated by applying the following formula:

1 - B - A x C = D A

A—the lowest Proposer’s cost.

B—the Proposer’s cost being scored.

C—the maximum number of cost points available.

D—Proposer’s cost score (points).

Note: If the formula results in a negative number (which will occur when the Offeror’s cost is more than twice the lowest cost), zero points shall be assigned.

3.2 Interview/Demonstration (Stage 2)

A short-list of firms may be invited to Stage 2, Interview/Demonstration, step of the evaluation process. Interview/demonstrations are an important aspect of the evaluation process that offers the City an opportunity to see how the proposer’s solution meets the critical components of the RFP.

3.3 Final Selection

Proposals will be evaluated and ranked according to the criteria and weighted values set forth in Section 3.1. Either a final selection for recommendation will be made at this time or the short-list of firms will be invited to participate in Stage 2 of the evaluation process.

If Stage 2 is implemented, each firm will be evaluated and assigned a score to determine the best firm for recommendation.

After which negotiations of a contract with the most qualified firm will commence. If negotiations are unsuccessful, the City will then pursue negotiations with the next most qualified firm. All Proposers will be notified of their standing immediately following the City’s decision.

The City shall not be bound or in any way obligated until both parties have executed a contract. The City also reserves the right to delay the award of a contract or to not award a contract.

3.4 Notice to Proposers Regarding RFP Terms and Conditions

It shall be the Proposer’s responsibility to read the RFP Instructions, the City’s contract terms and conditions (within the sample City Service Contract provided in Appendix IV), all relevant exhibits, attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Proposers are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

3.5 Contract Term

The contract issued by the City to the awarded proposer will define either a completion date by which the services are to be completed and finished, or a term date by which the services will begin and be provided repeatedly over a specific period. The details of the contract term and any options to renew or extend the contract, will be stated in the contract issued by the City. See Appendix IV for a sample-version of the City’s contract for services.

4 SCOPE OF SERVICES

Awarded proposer shall provide services, all as set forth in this RFP and more particularly described in this Section 4.

4.1 Intent of Service

The Contractor shall provide maintenance and calibration services for the instrumentation shown on Exhibits A and B and in accordance with the outlined schedule shown on Exhibits A and B. All services shall be performed using ISO17025 Accredited or manufac ture certified personnel properly trained and equipped to perform calibrations. All calibrations shall be performed to meet manufacture’s specifications or documented industry specifications.

The Contractor must be experienced at performing the services being requested (section 3 Minimum Contractor Qualifications, Experience and Capabilities) and have an established and documented Quality System (section 4.1 Quality and Operational Systems). At a minimum, The Contractor must be certified by the manufacture to perform services or the Contractor and it personnel must be accredited to ISO17025 or personnel having extensive experience and training on all devices within the equipment listing in Exhib its A, B, and E.

The Contractor’s Mission shall be to provide a productive contract work force which is well trained/experienced and strives to provide excellence in quality, safety, and workmanship. In doing so, The Contractor shall be proactive in providing training, documenting processes, utilize the best available equipment and shall stay up to date with the latest innovations . The Contractor shall be responsible for the adherence to all local, state, and federal environmental, safety and health regulations. As well as, assure the City of Raleigh that all documentation and calibrations fully meet the requirements of NCDENR perm itting.

4.2 Engagement of Work

The Contractor will assume responsibility for maintenance, calibrations and scheduling of service within 5 calendar days of the issuance of the contract or a notice to proceed. The Contractor must maintain a computerized schedule of the annual service requ irements for each device. Calibration reports must be preprinted and distinctly identify each instrument. Calibration data is to be entered into the preprinted report by the field personnel and signed after work is completed.

The Contractor must perform a site walk through with at least three (3) field personnel who will be performing the routine service prior to submitting proposal or have extensive on -site experience. (Unless the field personnel already have experience at the plant and remote sites) The purpose of the walk through is to familiarize the individuals with the sites, safety requirements, facility operations, and contact persons.

4.3 Minimum Contractor Qualifications, Experience, and Capabilities: Requirements and Performance of Work

A. The Contractor will coordinate with the City of Raleigh’s designated contact person to schedule service. All service must be performed between the hours of 7:00am and 4:00pm Eastern Standard Time, Monday through Friday; unless prior approval from the City of Raleigh’s designated contact person. (Plant Operations Supervisor or Chief Operator) All calibrations must be performed in the month scheduled. It is The Contractor’s responsibility to assure that all instruments are in Calibration and remain on the est ablished schedule. Deviations from the schedule must be approved by City of Raleigh’s contact person.

B. The Contractor must be Legally incorporated and in good standing C. The Contractor (The Contractor, not an individual) must have a minimum of

10years of on -site field calibration in the water and wastewater industry maintaining and calibrating the instruments like those on the Exhibits A, B, and E.

D. The Contractor must have a minimum of four (4) fully accredited Field Service Engineers within 100 mile radius of the DEB Water Plant. All Field Service Engineers must be accredited to perform services to ISO17025 Specifications or equal standards and have a minimum of 5 years of documented hands -on experience in the maintenance and calibration of the instruments on Exhibits A and B. Field Service Engineers must also have documented training in Electrical Theory, Calibration Theory, Calibration Documentatio n and traceability practices, OSHA required Safety Training, and advanced Electrical Safety Training.

PROVIDE DOCUMENTATION AS ATTACHMENT WITH RESUME, TRAINING

RECORDS (TECHNICAL & SAFETY) OF PROPOSED FIELD SERVICE

ENGINEERS LABELED 3D

D. The Contractor must be compliant with ISO9001 and accredited ISO 17025 or Certified by the Manufacturer to calibrate the items on Exhibits A, B, and E or provide documentation of extensive experience and training on all devices within the equipment listing in Exhibits A, B, and E and the Contractor shall have an internal documented Quality Management Program.

PROVIDE CERTIFICATION AND PRINTED QUALITY PROGRAMS AND

LABEL AS ATTACHMENT 3E

E. The Contractor must demonstrate to the City it has the capability to and/or the personnel responsible for calibrating, installing, implementing, and servicing instruments shown on Exhibit A and B and that these resources are skilled, experienced, and maint ain significant training to assure proper technical knowledge of all types and manufactures of the instrumentation shown on Exhibits A and B. The use of Sub -contractors will be permitted on a maximum of 10% of the listed equipment (based on instrument/equi pment piece count); the remaining 90% of the equipment must be serviced by employees, directly employed by The Contractor. All work performed by Sub -contractors must be reviewed and approved by an Accredited Field Engineer directly employed by the Contract or

PROVE LISTING OF ANY SUB -CONTRACTORS AND DOCUMENTATION

AS

ATTACHMENT LABELED 3F

G. The Contractor must maintain insurance coverage in accordance with the minimum standards established by the City of Raleigh.

PROVIDE DOCUMENTATION (COI) AS ATTACHMENT LABELED 3G

H. The Contractor must have an Anti -Harassment Policy and Substance Abuse Program in effect which includes testing on demand.

PROVIDE POLICIES AND PROGRAMS AS ATTACHMENT LABELED 3H

I. The Contractor must provide a Personnel Security Program which incorporates third party background checks for all personnel entering City water plant facility without escort.

PROVIDE DOCUMENTATION OF PROGRAM OR POLICY AND AS

ATTACHMENT LABELED 3I

J. The Contractor must provide Health and Safety Program that at a minimum contains the following training:

a. Confined Space Entry

b. Electrical Safety Awareness

c. ARC/Flash (NFPA 70E)

d. Fall Protection Awareness

e. Hazard Communication

f. Ladder Safety

g. Lockout/’Tagout

h. Safety Data Sheets

i. Personnel Protective Equipment

PROVIDE DOCUMENTATION TRAINING RECORDS FOR INDIVIDUALS

PROVIDING THE SERVICES HEREIN AND A COPY YOUR CURRENT

HEALTH AND SAFETY PROGRAM AS ATTACHMENT LABELED 3J

4.2 Service Requirements

A. The Contractor will provide an accredited or manufactures certified Field

Service Engineer a minimum of two (2) days per week (totaling Sixteen (16) hours per week) 52 weeks per year on -site at the DEB Water Plant to maintain and calibrate all the instrume ntation listed in Exhibit A.

B. The lump sum price quoted is to include 16 hours on site at DEB plus any additional cost for travel and other expenses.

C. The Contractor shall perform other unscheduled Emergency On -call services calls (within the scope of this document) as required at any location at no additional cost to the City. The Contractor must respond to Emergency On -call service within two

(2) hours of notification and, if required, be on -site within four (4) hours of notification at no additional cost to the city.

D. The Contractor must provide an Emergency On -Call service call number, which will be manned continuously, and must not be forward to a voicemail system, answering machine or other devices. Emergency Number required direct human interface for dispatch confir mation.

CONTRACTOR PROVIDE DETAILS OF THIS PROCESS & CONTACT

NUMBERS AS ATTACHMENT LABELED 4A

E. The Contractor must establish and maintain a spare/replacement parts inventory at a centralized location on the DEB water plant location for an Inventory as established by the City and will be modified as needed by both parties. This will be equipment less than $1000. The cost for supporting this inventory will be funded through a $30,000 allowance for DEB that will be over and above the value of the services in this agreement. The Contractor will provide a fixed Markup Percentage (%) for all materials supp lied. Large dollar equipment over $1000 will be obtained through the Procurement Analyst or Warehouse Supervisor at the DEB or EM Johnson WTP water plant warehouse. Minimum stock items will be maintained at the DEB and/or EMJ warehouse for critical equipment.

F. All equipment shown on Exhibits A and B are to be serviced, maintained, and calibrated in accordance with specified frequencies. (Note carefully the frequencies contained in Exhibits A and B)

G. The Contractor will complete a Weekly Instrumentation Equipment Check List during the weekly service calls and submit to the designated supervisor at the end of each week documenting the inspection of the instrumentation, showing correction actions, and no ting repairs needed above and beyond the scope of this agreement . A weekly and monthly checklist for contactor instrumentation duties is shown on Appendix B. (Cleaning streaming current/Surface Scatter, pH probes, etc.)

H. The Contractor will designate an Accredited Field Engineer as a LEAD Instrumentation / Quality Assurance person who will function as primary operational and quality assurance contact with onsite personnel. This LEAD individual will establish a weekly meeting with the DEB Operations Supervisor/DEB Dewatering Operations Supervisor to brief them on the last week’s action, concerns, and follow -up items. It is imperative that lead instrumentation person communica tes with the supervisors what work was performed at the plant . If the LEAD individual is not available the contractor shall designate a replacement person that can perform all duties as the Lead individual.

I. The Contractor will maintain a continuous record at the DEB Water plant and remote sites that contains all services reports, checklist, and documentation concerning calibration and maintenance of instrumentation. When new or replacement equipment is installed the contractor must place a sticker on the instrument that list the month and year of installation.

J. There are several DEB construction projects that are in design. As facilities are upgraded, new instrumentation/equipment may be installed. Typically, the SCADA systems integrator will purchase the new equipment and maintain and coordinate any warranty wor k with the equipment. (Usually, 1 year from date of installation) After the warranty period has expired, the instrumentation contractor will be responsible for servicing and calibrating the equipment . See Appendix A for future instrumentation that will be added.

K. All equipment used to calibrate instrumentation must be documented as being NIST traceable and managed in accordance with ISO 17025 or documented Quality Program.

L. Calibration and service reports must be provided for each device listed in Exhibits A and B and must be compliant with ANSI Z540 -1-1994 calibration documentation requirements and submitted prior to departing location for supervisor review. Each device serviced shall have a water resistant, chemical resistant, machine print (no handwritten labels) calibration label attached indicating the individual performing the service, date of service, and due date of next calibration.

M. The Contractor shall prepare and submit to the supervisor a flow chart showing the action of the service personnel in the completion of the service call. This should document the process flow and general action to be taken by The Contractor during each ser vice call. All differential pressure flow meter calibrations/flushing must be scheduled with Operations Supervisor at least 1 week in advance.

PROVIDE FLOW CHART AS ATTACHMENT LABELED 4B

N. The Contractor will be responsible for the inventory and ordering of chemical, reagents and spare/repair parts (less than $1,000) as needed. This will be accomplished either by advising the Plant Operations Supervisor of the needs or purchasing the materia ls and charging them against an allowance. DEB admin staff will issue a separate PO to cover the cost of these items. The Contractor will provide a fixed Markup Percentage (%) for all materials supplied.

O. The Contractor will schedule a monthly meeting between appropriate City personnel and The Contractor’s Senior Management to discuss any problems and update status. A vendor evaluation form will be utilized by Raleigh staff Biannually to review the contractor’s performance (See Appendix C)

P. The Contractor must maintain a computerized Calibration Management Program that manages the schedule of the service requirements for each device. The program shall be accessible via a web portal and provide the ability to run reports to determine: instrume nt’s next calibration date, instruments due for calibration (in current month and future months with adjustable window), Calibration Reports, and other management reports. Calibration reports must be electronically printed and distinctly identify each inst rument, identify the status of the instrument, and document calibration actions/data such as “as found” and “as left”. Calibration data is to be entered by the field personnel and copies distributed to appropriate people and permanent record maintenance lo cation.

4.3 Quality and Operational Systems

Since the Instrumentation Contractor is required to provide a professional service with specific accountability, the City of Raleigh is requiring The Contractor to be ISO9001 Compliant and Accredited to ISO17025 or certified be each manufacture concerning the ability to calibrate and maintain the instruments in Exhibit A or show evidence of having extensive experience and training on all devices within the equipment listing in Exhibit A and maintain a documented Quality Program that meets or exceeds the following minimum quality requirements:

4.3.1 Quality Management/Assurance Program

A. The Contractor must provide to the City of Raleigh, as part of a response (must be part of proposal package), documented programs that have been implemented to assure the City of Raleigh that the operational processes and methods used by The Contractor are managed to prevent failures, miscommunication, and nonconformities. The City of Raleigh will require the successful contractor to provide evidence that these programs are in place and being used as part of the daily operations of The Contractor. As a m inimum, the Contract must have developed programs and evidence of implementation for the following:

• Control of Documents : Outlines and describes the use and control of documents, forms, and drawings used by The Contractor’s management, and employees. This prevents obsolete information from being passed to City of Raleigh and work being performed to obsolete specifications. All calibration documentation must be compliant with ANSI Z540 -1-1994

• Control of Records : Outlines and describes how documents, forms, and drawings are controlled to assure that the current items are being used and distributed. This prevents obsolete information from being passed to City of Raleigh or contractor’s employees.

• Purchasing Process : Outlines and describes the process used by The Contractor to specify, receive, and inspect materials. Additionally, specifies how suppliers and manufacturer(s) are evaluated to assure supplied materials arrive in a timely manner, shipped in a manner to p revent damage, and materials are tested for acceptance against specifications. This benefits the City of Raleigh by preventing delays, damaged equipment, and failure to meet required specifications.

• Control of Materials & Installations: Outlines and describes how materials will be handled, stored, and preserved in a fashion to maximize usable life to the City of Raleigh.

• Monitoring & Measuring of Processes: The Contractor shall have developed processes to monitor and measure their internal processes. The intent is that The Contractor continuously evaluated its processes for improvement; therefore, able to provide a streamlined effective and efficient service to the City of Raleigh.

• Control of Non -conforming Materials and Installation: The Contractor must have a defined process of identifying and controlling materials and equipment which do not meet defined specifications. This will benefit the City of Raleigh by preventing materials and/or equipment which do not meet specifications for being inadvertently used or left in place.

• Corrective Action Process: The Contractor must have a process in place to identify, correct, and prevent failures in the processes and systems used. The Corrective Action Process must include an evaluation of the cause of failure, immediate action, the Root -Cause of the failure, cor rective actions taken, and follow-up that the actions will prevent future occurrences. Corrective Action Process must include a Recall procedure to cover manufacture(s) recalls and failed equipment recalls (i.e. calibration equipment found Out of Tolerance). • Internal / External Audits: The Contractor must routinely evaluate the internal processes and programs defined about to assure that the processes are operating and implemented as described in the documented programs above.

B. The Contractor must demonstrate to the City of Raleigh that the personnel used to service, install, calibrate and manage the Instrumentation and Control Systems are skilled, experienced, and maintain significant training to assure a successful calibration and service. The Contractor must routinely perform a Gap Analysis of the organization’s personnel as to competency, qualifications and training needs of employees.

C. Contractor must be certified by the manufacture of the equipment serviced (certified to perform service on each type of equipment in Exhibits A and B); or the organization and personnel utilized in servicing the equipment must be Accredited to ISO17025 by a NACLA recognized accreditation body.

5.0 Pricing

The pricing for the forementioned services shall be as follows:

Annual Price to perform all maintenance, calibrations and weekly checks listed on the Exhibits A, B, and C, to be billed in equal monthly installments plus parts purchased against the part allowance. Term of the agreement will be 1 year. There will be an option to renew this agreement for an additional 4 years based on yearly renewals with the consent of both parties.

A. Total Annual Lump Sum Price For DEB Instrumentation Services to include all travel and expenses: $.00

B. PLUS Annual (fixed) Parts Allowance DEB: $30,000.00

Total Annual Cost for Services and Parts Allowance DEB: (A+B) $ .00

C. All Materials (parts, equipment, chemicals and reagents) supplied by the contract will be Marked up by: ___________% over contractor’s cost of the item. Invoices must list materials, shipping cost and applicable sales tax. Contractor’s cost information should be provided.

SUBMITTED BY:

Name:

Date:

Company:

Attachments: Exhibit A: DE Benton Instrumentation List, Exhibit B: DEB Weekly/Monthly Cleaning/Maintenance Schedule, Exhibit C: Vendor Evaluation Form

APPENDIX I

PROPOSAL COST FORM

The awarded proposer shall perform the services to be performed as set forth in this RFP and more particularly described in Section 4 for a not to exceed total amount of:

Attach proposal cost itemization or breakdown to this Appendix I Proposal Cost Form.

Proposer/Company Name: ____________________________________________________

Authorized Signature _______________________________Date__________________

Signed by: _____________________________________________________________

[Type or Print Name]

Title of Signer: __________________________________________________________

APPENDIX II

PROPOSER QUESTIONNAIRE

The following questions must be answered, and data given must be clear and comprehensive. If necessary, questions may be answered on separate sheets. The Proposer may submit any additional information desired.

Company Name: d/b/a (if applicable)

Street / PO Box:

City: State: Zip:

Phone: Fax: E-Mail:

Website (if applicable):

Sole Proprietor Partnership Corporation Other

Number of years in business under company’s present name:

Fed Tax ID #: DUNS #

Are you registered with the North Carolina Secretary of State to conduct business (if required)? (Check One) YES: NO: Not Applicable:

Are you properly licensed/certified by the Federal and/or State of North Carolina to perform the specified work?

YES: NO: Not Applicable: ATTACH COPY OF ALL APPLICABLE LICENSING/CERTIFICATION DOCUMENTS

Are/will you be properly insured to perform the work? YES: NO:

Contact for this Contract: Title:

Phone: Fax: E-Mail:

Have you ever defaulted or failed on a contract? (If yes, attach details) YES: NO:

List at least three (3) references for which you have provided these services (same scope/size) in the past three years - preferably government agencies. Do not include City of Raleigh as a reference to meet the requirement of listing at least (3) references.

PROPOSERS ARE RESPONSIBLE FOR SENDING REFERENCE QUESTIONNAIRE (APPENDIX III) TO THEIR

REFERENCES.

1. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

2. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

3. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

4. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

5. Company:

Contact Person: Title:

Phone: Fax: E-Mail:

Describe Scope of Work:

The undersigned swears to the truth and accuracy of all statements and…