4-B. Charlotte Water Grounds Maintenance Services RFP.pdf

REQUEST FOR PROPOSALS

CH A RLOT TE WATER G ROUN DS MA IN TEN A N CE

S ERV ICES

RF P # FY 26- RF P- 12

CITY OF CH ARLOT TE

N ORTH CAROLIN A

OC TOBER 1 , 2025

REQUEST FOR PROPOSALS

RFP #FY26-RFP-12

Grounds Maintenance Services

October 1, 2025

Charlotte Water, a department of the City of Charlotte, North Carolina, is now accepting Proposals for Grounds Maintenance Services. By the Proposal due date, any Company wishing to submit a Proposal for these Services must be certified by the City of Charlotte as a Small Business Enterprise (SBE). Certificate application information can be found at the link: SBE Registration Requirements. Charlotte Water will provide resources to assist Companies with registering, if needed. The remaining requirements for submitting a Proposal are stated in the attached Request for Proposals (the “RFP”). Please review them carefully.

Charlotte Water is using the Bonfire City of Charlotte 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.

Each Company is solely responsible for the timely delivery of their Proposal. Companies accept all risks of late delivery regardless of fault. In addition, Companies accept all risks if file is corrupted, incorrect, incomplete, or not attached. Any Proposal received after the date and time specified, regardless of the mode of delivery, shall not be considered.

A Non-Mandatory Virtual Vendor Pre-Proposal Conference for the purpose of reviewing the RFP and answering questions regarding the Services will be held on October 8, 2025 at 1:30 p.m. No onsite meeting will be held and Companies should not come to the City expecting to attend in person. While attendance at the Pre-Proposal Conference is not mandatory, all interested Companies are encouraged to participate.

Click here to join and to be able to view the presentation on your computer – Microsoft Teams Video Conference

To join via phone only - 872-256-4172 Conference ID: 371 853 755#

Please have a copy of the RFP available for reviewing during the Pre-Proposal Conference. Proposal submissions are due no later than November 7, 2025 at 2:00 p.m.

All times stated in this RFP shall be of the eastern time zone (ET).

The City is an equal opportunity purchaser.

Sincerely, Matthew Newlon Charlotte Water Commodities, Services, and Technology Procurement Manager https://www.charlottenc.gov/Growth-and-Development/CBI https://charlottenc.bonfirehub.com/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTNjY2Y5MjgtMzEyNy00NmZkLWIxYjYtNjdiNWEzZjc0Yzlj%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%22755af2bc-ae61-4cde-96b7-0d5e870b0e10%22%7d

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

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

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

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

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

Section 1 Introduction and General Information

1. INTRODUCTION.

1.1. Objective.

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

1.2. Definitions.

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

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

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

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

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

Charlotte Combined Statistical Area: Refers to the area consisting of the North Carolina counties of Anson, Cabarrus, Cleveland, Gaston, Iredell, Lincoln, Mecklenburg, Rowan, Stanly, and Union, and the South Carolina county of York; a criterion used by Charlotte Business INClusion to determine eligibility to participate in the program.

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

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

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

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

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

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

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

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

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

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

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

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

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

Project: Refers to the City’s need for a company to provide Grounds Maintenance Services for Charlotte Water.

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

Services: Refers to the Grounds Maintenance Services as requested in this RFP.

Small Business Enterprise/SBE: Refers to a business enterprise that is certified by the City of Charlotte under

CBI Policy as meeting all of the requirements for SBE certification.

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

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

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

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

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

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

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

1.3. Accuracy of RFP and Related Documents.

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

If a Company identifies potential errors or omissions in this RFP or any other related documents, the Company should immediately notify the City of such potential discrepancy in writing. The City may issue a written addendum if the City determines clarification necessary. Each Company requesting an interpretation will be responsible for submitting them per Section 2.3.

1.4. City’s Rights and Options.

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

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

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

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

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

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

1.4.6. To reject any or all Proposals;

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

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

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

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

1.4.11. To issue additional requests for information; and

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

1.5. Expense of Submittal Preparation.

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

1.6. Proposal Conditions.

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

1.6.1. Not An Offer.

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

1.6.2. Right to Terminate Discussions.

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

1.6.3. Trade Secrets and Personal Identification Information.

Definition.

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

Instructions for Marking and Identifying Trade Secrets.

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

Availability of Proposals to City Staff and Contractors.

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

Availability of Proposals via Public Records Requests.

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

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

• Entire Proposals may not be marked as Trade Secret

• Pricing may not be marked as Trade Secret

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

1.6.4. Statutory Requirements.

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

1.6.5. Reservation of Right to Change Schedule.

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

1.6.6. Reservation of Right to Amend RFP.

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

1.6.7. No Collusion or Conflict of Interest.

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

1.6.8. Proposal Terms Firm and Irreversible.

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

1.6.9. Charlotte Business INClusion Program.

Pursuant to Charlotte City Council’s adoption of the Charlotte Business INClusion (CBI) Policy, the CBI program promotes diversity, inclusion, and local business opportunities in the City’s contracting and procurement process for Minority-owned, Woman-owned, and Small Business Enterprises (MWSBEs) with a significant business presence in the Charlotte Combined Statistical Area. The CBI Policy is posted at www.charlottebusinessinclusion.com.

The City is committed to promoting opportunities for maximum participation of certified MWSBEs on City-funded contracts at both the prime and subcontract level. For MWSBE participation to count towards a Subcontracting Goal, MWSBEs must meet both the certification and geographic requirements as detailed throughout this solicitation and in the CBI Policy.

1.6.9.1. The City intends to negotiate utilization of MWSBE(s). The Company is required to submit the “MWSBE Utilization Form” through the Procurement Portal.

https://charlottenc.bonfirehub.com/ https://charlottenc.bonfirehub.com/ http://www.charlottebusinessinclusion.com/

Failure to submit this form with the Proposal may render the Proposal non-responsive.

1.6.10. Subcontracting.

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

1.6.11. Equal Opportunity.

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

1.6.12. 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.

1.6.13. Withdrawal for Modification of Proposals.

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

1.6.14. 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.

1.6.15. Exceptions to the RFP.

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

Exceptions must be submitted under the Acknowledgement section in the Procurement Portal. If exceptions are not identified in your Proposal, they may not be considered during Contract negotiation and could result in Proposal being rejected from further consideration.

If legal counsel needs to review the Sample Contract prior to signature, reviews must be completed before your Proposal is submitted. The City reserves the right to refuse consideration of any terms not so included. Any proposed changes to the Sample Terms after tentative contract award may constitute a material change to the Company’s Proposal and be grounds for revoking the award.

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

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

1.6.16. 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.

1.6.17. Companies’ Obligation to Fully Inform Themselves.

Companies or their authorized representatives must fully inform themselves as to all conditions, requirements, and specifications of this RFP before submitting a Proposal.

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

1.6.18. Disclaimer

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

Section 2 Procurement Process

2. PROCUREMENT PROCESS.

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

2.1. Schedule and Process.

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

DATE EVENT

October 1, 2025 Issuance of RFP. The City issues this RFP.

October 7, 2025 Intent to Bid. Company submits its intent to submit a Proposal via the Procurement Portal for this RFP by 5:00 p.m.

October 8, 2025 Non-Mandatory Virtual Vendor Pre-Proposal Conference to be held via the link indicated in Section 2.4 at 1:30 p.m.

October 13 – 17, Scheduled Site Visits of Specific Group Properties.

October 24, 2025 Submission of Questions After the Pre-Proposal Conference and Site Visits.

Questions are due by 5:00 p.m.

October 31, 2025 City Responses to Questions Provided to Companies via addendum to RFP.

November 7, 2025 Proposal Submission. Proposals are due by 2:00 p.m. via the Procurement Portal.

November 10 - 21, Evaluation. The Evaluation Committee will assess each Proposal and conduct evaluation activities with Companies.

January 12, 2026 Contract Award by City Council. (anticipated)

2.2. Intent to Bid.

Please acknowledge receipt of this RFP through the Intent to Bid feature within the Procurement Portal, advising the City of your Company’s intention to submit or not submit a Proposal. The City strongly encourages Companies to submit their Intent to Bid prior to the Pre-Proposal Conference, but Companies shall not be precluded from submitting a Proposal if they fail to submit their Intent to Bid.

2.3. Interpretations and Addenda.

There are three (3) ways to ask questions about this RFP: (1) submit a question through the Vendor Discussion section within the Procurement Portal; (2) ask a question at the Pre-Proposal Conference;

or (3) ask a question during the scheduled site visits. 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.

After the Pre-Proposal Conference, questions must be submitted within the Procurement Portal by the deadline stated in Section 2.1. In the case of questions not submitted by the deadline, the City will, based on the availability of time to research and communicate an answer, decide whether an answer can be given before the Proposal deadline. When responding to Company questions or issuing addenda to the RFP, the City will post the answer or information to the Procurement Portal.

2.4. Vendor Pre-Proposal Conference.

A Non-Mandatory Virtual Vendor Pre-Proposal Conference will be conducted on October 8, 2025 at 1:30 p.m. Meeting information is provided below:

Click here to join and to be able to view the presentation on your computer – Microsoft Teams Video Conference https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTNjY2Y5MjgtMzEyNy00NmZkLWIxYjYtNjdiNWEzZjc0Yzlj%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%22755af2bc-ae61-4cde-96b7-0d5e870b0e10%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTNjY2Y5MjgtMzEyNy00NmZkLWIxYjYtNjdiNWEzZjc0Yzlj%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%22755af2bc-ae61-4cde-96b7-0d5e870b0e10%22%7d

To join via phone only - 872-256-4172 Conference ID: 371 853 755#

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 within the Procurement Portal.

2.5. Scheduled Site Visits of Specific Group Properties.

The following locations were identified to provide Companies with detailed information on the Service requirements for the specific Site Groups listed in Section 4. Alternate site visits will not be available. If a Company cannot attend a specific date and time, then it is encouraged to submit questions about the particular site through the Vendor Discussion section within the Procurement Portal.

Monday-10/13/25 Time to Meet at

Site Site Address Zip Code

8:00 a.m. Zone 1 Facility 11609 Hord Dr. 28078

9:30 a.m.

Lee S. Dukes Water Treatment Plant / Lee S. Dukes Vacuum Building / Old Davidson Intake-Pump Station 7980 Babe Stillwell Rd. 28078

11:00 a.m. McDowell Creek Wastewater Treatment Plant 4901 Neck Rd. 28078 Lunch Break

1:00 p.m.

Catawba River Pump Station (Mt. Island Intake/Pump Station) 12548 Pump Station Rd. 28216

2:30 p.m.

Franklin Water Treatment Plant / Administration- Engineering Facility / Hoskins Booster Station / Hoskins Tank / 413 Oakdale / 405 Oakdale 5200 Brookshire Blvd. 28216

Tuesday-10/14/25 8:00 a.m. McAlpine Wastewater Treatment Plant 12701 Lancaster Hwy. 28134

11:00 a.m. Zone 3 Facility 12131 Park Rd. 28226 Lunch Break

12:30 p.m. Glengate Lift Station 11506 Egrets Point Dr. 28278 3:00 p.m. Sugar Creek Wastewater Treatment Plant 5301 Closeburn Rd. 28210

Wednesday-10/15/25 8:00 a.m. Zone 2 Facility 5730 General Commerce Dr. 28134 9:30 a.m. Mallard Creek Wastewater Treatment Plant 12400 Hwy. 29 28226

Lunch Break 12:00 p.m. Vest Water Treatment Plant / Patton Tank 820 Beatties Ford Rd. 28278

1:15 p.m. Customer Service Facility 2200 Executive St. 28208 1:30 p.m. Zone 4 Facility 4100 W Tyvola Rd. 28208

2:45 p.m.

Irwin Creek Wastewater Treatment Plant / ESF Facility 4000 Westmount Dr. 28210

Thursday-10/16/25 (Site visits will begin at 8:00 a.m. and each site will follow accordingly.)

8:00 a.m. Craig Tank 3701 Craig Ave. 28211

Richard adjacent to 3701 Craig Ave. 28211 Plaza Tank 1811 Marguerite Ave. 28215

Pecan Tank 422 Pecan Ave. 28204 Mallard Creek Tank 9415 LeGranger Rd. 28262 Hickory Grove Tank 7801 The Plaza Rd. 28215 Huntersville Tank 11401 Old Statesville Rd. 28078 Starita 2315 Starita Rd. 28262 Lunch Break North Tryon Street Tank 232 Heathwat Dr. 28217 Plaza Booster 6538 The Plaza Rd. 28215 Radio Tower 232 Heathway Dr. 28213 Sardis (Re-Pump) 9650 Sardia Rd. 28105 Willgrove (Tank) 10007 Parkton Rd. 28215 Sharon (Re-Pump) 5315 Sharon Rd. 28210 Dakota 308 N Dakota St. 28216 West way Valve 3822 West Way Dr. 28208 Friday-10/17/25 (Will be used as an extra day, if needed)

2.6. Submission of Proposals.

Proposals must be in the format specified in Section 4 of this RFP by November 7, 2025 on or before but no later than 2:00 p.m.

Refer to the Bonfire Procurement Portal Instructions document in the Procurement Portal for submission instructions.

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

2.7. 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.

2.8. Evaluation.

As part of the evaluation process, the Evaluation Committee may engage in discussions with one (1) 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.

2.9. Contract Award by City Council. (anticipated)

As soon as practical after opening the Proposals, the name of the apparent successful Companies will be submitted to the City Council for final approval of award and the Procurement Officer will provide Contract documents to the Companies. In the event the City 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.

2.10. Vendor Inclusion.

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

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

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

Section 3 Scope of Services

3. SCOPE OF CHARLOTTE WATER GROUNDS MAINTENANCE SERVICES.

3.1. General Scope.

The Company will provide Ground Maintenance Services as defined by Charlotte Water at various sites/properties/locations within Mecklenburg County. Depending on the specific property Group, services may include:

• General Mowing

• Lime, Fertilizer, Weed Control, Seed Application and Aeration

• Mulch/Pine Straw Application

• Weed Control Large Scale Chemical Spraying

• Leaf Blowing and Removal

• Stormwater Outfall Cleaning and Removal of Sediment

• Rough Cut Tractor Mowing

• Bush, Hedge, Tree Trimming and Pruning

• Rain Garden Maintenance

• Gravel and Light Grading

• Snow Removal and Ice Melt Application

• Dumped Debris/Trash Removal

• General Site Restorations

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

3.2. SBE Certification.

Per the City’s Charlotte Business INClusion policy, the City has designated this project for Small Business Enterprise (SBE) participation only. The selected Companies recommended for Contract award must be certified by the City of Charlotte as a Small Business Enterprise (SBE) by the Proposal due date. Certificate application information can be found at the link: SBE Registration Requirements.

Charlotte Water will provide resources to assist Companies with registering, if needed.

A Company may submit a Proposal if their SBE Certification is still pending approval by the Charlotte Business INClusion Office by the Proposal Due Date. In order to be awarded a Contract through this RFP, the Company must have obtained an SBE Certification by the date of Contract award.

3.3. Term of Contract.

It is the City’s intention to award a contract for an initial term of two (2) years, beginning on the effective date of the contract. At the City’s option, the contract may be renewed for two (2) additional consecutive two-year (2-year) terms thereafter. Pricing shall be fixed and firm for each term. Pricing adjustments may be negotiated between the Company and the City at each renewal term.

3.4. Specifications.

Below is a list of needed Service Items, including specifications and pricing method. Each property Group requires different Service Items be provided, or made available, for grounds maintenance. The price for each Service Item shall include the cost of all materials and products (must be new), labor, and equipment needed to complete the Service.

3.4.1. Service Item 1: General Mowing

Company shall provide the following:

• All glass, paper, trash, limbs, sticks, or other hazards must be removed prior to mowing.

• Mow grass/turf to a height of three inches (3”). The City reserves the right to determine the interval between mows and to alter the height of the cut at its discretion for specific sites. No mowing will occur without the prior approval of the City. Excessive rainfall or drought conditions may affect mowing frequency.

https://www.charlottenc.gov/Growth-and-Development/CBI

• All areas around structures, buildings, beds, trees, walkway, curbing, or other areas not accessible to mowers will be trimmed with string trimmers at the time of mowing. For all sites, the Company is responsible for trimming all fence lines, both inside and outside the fence.

• All paved areas which have weeds/grass coming through cracks must be controlled by chemical weed control. Weed control product must be approved by the City Designee prior to application.

• Bald spots must be identified and reseeded with already existing grass material.

• Blow grass clippings, leaves, debris off paved or gravel areas. Clippings and debris on pavement, mulched areas, etc., other than grass area, as a result of mowing, shall be removed the same day of service. Clippings may not be blown into landscaped beds. If this occurs, Company must remove clippings immediately and dispose of properly.

• Fill in any holes found in the ground so that ground is level.

• Treat fire ant hills with pesticides.

• Blades on equipment shall be kept sharp and balanced at all times. If cutting shows signs of dull blades, Service will be repeated at Company’s expense.

• Guards will be in place and in the down position when in use. Company will not be allowed to cut turf without guards in place.

• Precautions shall be taken to prevent clippings or debris from being thrown into site equipment, air conditioning units, condenser units, and automobiles.

• Company shall not allow large amounts of waste generated during landscaping or mowing activities to enter the municipal storm drain system (stormwater pipes, catch basins, drainage ditches, and similar conveyances) where it may result in blockages or detrimental impacts to surface water quality. Reasonable efforts must be made to keep landscaping and mowing waste out of the storm drain system, and may necessitate collection and removal of waste from the site. In no case should a Company purposely direct landscaping or mowing waste into the storm drain system as a means of disposal.

• Company shall be responsible, and shall reimburse the City, for damage to curbs, asphalt, storm drainage, trees, shrubs, and other items.

Price to include on Pricing Worksheet: Price per occurrence of the Service. All of the above is considered one Service.

3.4.2. Service Item 2: Seeding, Fertilization, and Aeration

Company shall aerate and apply seed, fertilizer, weed control, and lime per the City Designee’s request.

The following is the anticipated annual Application Schedule:

• September-November: Aerate, Apply Seed and Fertilizer

• September-March: Apply Lime

• February-March: Apply Preemergent Fertilizer and Weed Control

Seeding requirements include:

• Seed shall be applied at a rate of five pounds (5 lbs.) per one-thousand (1,000) square feet.

• Power seeding by a machine with slitting discs two inches (2”) o.c. with an adjustable depth of one-eighth inches (1/8”) to one-fourth inches (1/4”).

• Application of seed in one (1) direction at a rate of approximately five (5) pounds per one-thousand (1,000) square feet.

• Manual hand-raking and seeding of areas inaccessible to a vertiseeder.

Fertilization requirements include:

• Adequate fertilization applied to plant species according to their optimum requirements.

• Application rates and times should ensure an even supply of nutrients for the entire year.

• Nitrogen, phosphorus, and potassium percentages should follow local recommendations.

• Trees, shrubs, and flowers should be fertilized according to their individual requirements of nutrients for optimum growth.

A Material Safety Data Sheet (MSDS) for each product to be used for this Service must be provided within the Proposal. Company must follow proper fertilizer application methods as prescribed by industry standards and on product labels. If such products are spilled, the Company must respond promptly to collect and properly dispose of the spilled product and clean up the impacted area. Spills should also be reported by the Company to appropriate environmental regulatory agencies in accordance with the law. The Company shall use Charlotte Water approved material for treating the sites. The cost of the repair or replacement of any damaged materials or property as the result of using a material not approved by Charlotte Water prior to installation, or negligence or improper operation of equipment by the Company shall be the sole burden of the Company, regardless of total cost.

Price to include on Pricing Worksheet: Price per square foot for the Service. All of the above is considered one Service.

3.4.3. Service Item 3: Mulch/Pine Straw Application

Company shall be notified by City Designee when pine straw or mulch will be replaced. All excess debris shall be removed from site on the same day of service. City Designee may determine if and when a weed barrier fabric must be removed and replaced at time of new mulch/pine straw application.

Pine straw requirements include:

• Nine-inch (9”) pine needle (slash pine straw, slash pine, pinus elliottii).

• The straw should be vibrant in color. There should be no discoloration of the straw.

Color should be consistent throughout the needle. The needle should not be deteriorating or show signs of breakdown.

• The pine straw application shall be six inches (6”) deep.

Mulch requirements include:

• Mulch will consist of double hammered hardwood mulch without any dyes added.

• Mulch will be added to the existing mulch. Not replaced.

• The mulch application shall be four inches (4”) deep.

Price to include on Pricing Worksheet:

Mulch - Provide the price per cubic yard, which will include labor and all expenses to apply.

Pine Straw - Provide the price per bale, which will include labor and all expenses to apply.

3.4.4. Service Item 4: Weed Control Large Scale Chemical Spraying Company shall be notified by City Designee when and where chemical weed control will be applied. Company must follow proper pesticide application methods as prescribed by industry standards and on product labels. If such products are spilled, the Company must respond promptly to collect and properly dispose of the spilled product and clean up the impacted area. Spills should also be reported by the Company to appropriate environmental regulatory agencies in accordance with the law.

Company must have and maintain a current/valid North Carolina Pesticide License. Proof of certification must be included in Proposal.

A Material Safety Data Sheet (MSDS) for each product to be used for this Service must be provided within the Proposal. Company must follow proper application methods as prescribed by industry standards and on product labels. If such products are spilled, the Company must respond promptly to collect and properly dispose of the spilled product and clean up the impacted area. Spills should also be reported by the Company to appropriate environmental regulatory agencies in accordance with the law. The Company shall use Charlotte Water approved material for treating the sites. The cost of the repair or replacement of any damaged materials or property as the result of using a material not approved by Charlotte Water prior to installation, or negligence or improper operation of equipment by the Company shall be the sole burden of the Company, regardless of total cost.

Price to include on Pricing Worksheet: Price per occurrence of the Service. All of the above is considered one Service.

3.4.5. Service Item 5: Leaf Blowing and Removal

Company shall be notified by City Designee when leaf removal services are needed. Blowing and clean-up of leaves must or may be done on a weekly basis during the fall. Depending on location, leaves may be blown to nearby woods, natural areas, or may need to be removed from the property the same day they are collected. Leaves should be blown off all surfaces within the perimeter of site.

Price to include on Pricing Worksheet: Price per hour, which will include labor and all expenses. Company shall provide a quote to the City Designee for this work at the time of need.

3.4.6. Service Item 6: Stormwater Outfall Clean/Removal of Sediment Company shall be notified by City Designee when to clean and remove debris and sediment from stormwater outfall. All debris and sediment must be removed from the location on the same day of service. Company must maintain all Occupational Safety and Health Administration (OSHA) standards and employees must wear appropriate safety gear when performing this Service. This Service must be completed with a three (3) person crew to ensure safety.

Price to include on Pricing Worksheet: Price per occurrence of the Service. All of the above is considered one Service.

3.4.7. Service Item 7: Rough Cut Tractor Mowing

Company shall be notified by City Designee when rough cut tractor mowing/bush hogging is needed. Mower height should be set at eight inches (8”) to ten inches (10”). Areas that are required to be bush hogged require a low tire pressure or track mounted vehicle.

Price to include on Pricing Worksheet: Price per hour, which will include labor and all expenses. Company shall provide a quote to the City Designee for this work at the time of need.

3.4.8. Service Item 8: Bush/Hedge/Tree Trimming and Pruning

Company shall be notified by City Designee to trim/prune hedges and shrubs as needed to shape, maintain, and/or grow attractive plants. Trim limbs of trees as needed, and remove fallen trees and/or limbs as needed. There should be at least a seven-foot (7’) clearance off the ground. All trees, bushes, hedges, and shrubs shall be pruned to avoid contact with the mower. Consultation with City Designee must take place prior to Services being carried out.

Price to include on Pricing Worksheet: Price per occurrence of the Service. All of the above is considered one Service.

3.4.9. Service Item 9: Rain Garden Maintenance

Company shall manage the established rain gardens. A rain garden is a planted depression that allows rainwater from impervious urban areas (such as parking lots) to be absorbed into the ground rather than running directly into stream.

Rain garden maintenance includes cutting and maintaining all turfed slopes of the gardens, overflow areas, and dry ponds. Perimeter mowing shall be maintained to a three to six-inch (3”-6”) height. Company will be responsible for removing all weeds and unwanted vegetation from each rain garden. Removal of unwanted vegetation shall be done using mechanical means, unless instructed otherwise by City Designee. Company will be responsible for trimming, pruning, and shaping all trees and shrubs in the gardens.

Maintenance of established rain gardens also includes removal of sediment and debris (leaves, sticks, limbs, etc.) to allow absorption, inspecting and cleaning inlets as needed, trash removal, inspecting pea gravel diaphragms as needed, inspecting plants, inspecting and cleaning outlets, and inspecting for proper drawdown/clogging. Debris must be removed from site the same day of service. Regular inspections, especially after rain events, are important to ensure that the rain gardens are functioning properly. Company will be responsible for resetting/placing mulch after rain events.

Rain gardens must be maintained according to the maintenance requirements listed on the Charlotte-Mecklenburg Storm Water Services website:

https://www.charlottenc.gov/Services/Stormwater/Stormwater-Regulations and/or any other authority having jurisdiction. Rehabilitation work, if needed, will be completed under a separate contractual agreement.

Company will be expected to service weekly from April 1st through October 31st. Service becomes bi-weekly between November 1st through March 31st. This is subject to change due to weather conditions.

Company must have three (3) years of experience with rain garden maintenance.

Company also must have and maintain a current/valid North Carolina Rain Garden Certification. Proof of experience and certification must be included in Proposal.

Price to include on Pricing Worksheet: Price per occurrence of the Service. All of the above is considered one Service.

3.4.10. Service Item 10: Ice Melt Application Only

Charlotte Water facilities operate on an ongoing basis. Company shall be notified by City Designee to apply ice melt product on all paved surfaces, including parking areas, driveways, arcades, sidewalks, and entrances.

A Material Safety Data Sheet (MSDS) for each product to be used for this Service must be provided within the Proposal. The Company shall use Charlotte Water approved material for treating the facilities.