4-B. FY26-RFP-20 Leak Detection Services RFP.pdf

REQUEST FOR PROPOSALS

LEA K D ETEC TION S ERV ICES

RF P # FY 26- RF P- 20

CITY OF CH ARLOT TE

N ORTH CAROLIN A

N OV EMBER 6, 2025

REQUEST FOR PROPOSALS

RFP # FY26-RFP-20

LEAK DETECTION SERVICES

November 6, 2025

Charlotte Water, a department of the City of Charlotte, North Carolina, is now accepting Proposals for Leak Detection Services. The 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 Pre-Proposal Conference for the purpose of reviewing the RFP and answering questions regarding the Services will be held NOVEMBER 17, 2025, at 11:00 A.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 – Join the meeting now

To join via phone only - 872-256-4172 Conference ID: 834 049 985#

Please have a copy of the RFP available for reviewing during the Pre-Proposal Conference. Proposal submissions are due no later than DECEMBER 3, 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, Wendy Raiford Procurement Officer, Charlotte Water Acquisition and Compliance https://charlottenc.bonfirehub.com/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTE5ZDIyNzYtNGM0Ni00ZDk2LTgxMjktNGEyNGUwYTEwMzFm%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%22f312740d-c153-4339-9160-e26a104e0ecc%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.

Table of Contents

TABLE OF CONTENTS

1. INTRODUCTION

1.1. OBJECTIVE

1.2. DEFINITIONS

1.3. ACCURACY OF RFP AND RELATED DOCUMENTS

1.4. CITY’S RIGHTS AND OPTIONS

1.5. EXPENSE OF SUBMITTAL PREPARATION

1.6. PROPOSAL CONDITIONS

2. PROCUREMENT PROCESS

2.1. SCHEDULE AND PROCESS

2.2. INTERPRETATIONS AND ADDENDA

2.3. PRE-PROPOSAL CONFERENCE

2.4. SUBMISSION OF PROPOSALS

2.5. CORRECTION OF ERRORS

2.6. EVALUATION

2.7. CONTRACT AWARD BY CITY COUNCIL. (ANTICIPATED)

2.8. VENDOR INCLUSION

3. SCOPE OF LEAK DETECTION SERVICES

3.1. GENERAL SCOPE

3.2. SERVICE GROUPS AND REQUIREMENTS

3.3. EQUIPMENT

3.4. SAFETY

3.5. SERVICE LOCATIONS

3.6. EQUIPMENT IDENTIFICATION AND SAFETY

3.7. ACCESS TO SERVICE LOCATIONS

3.8. NOISE CONTROL

3.9. WORK HOURS

3.10. EMERGENCY REQUESTS

3.11. ENVIRONMENTAL PROTECTION

3.12. CITY CONTRACTING REQUIREMENTS

3.13. PRICING

4. PROPOSAL CONTENT AND FORMAT

4.1. PROPOSAL CONTENT

5. PROPOSAL EVALUATION CRITERIA

5.1. QUALIFICATIONS, EXPERIENCE, AND APPROACH

5.2. COST EFFECTIVENESS AND VALUE

5.3. ACCEPTANCE OF THE TERMS OF THE 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.

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

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

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

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

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

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

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

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

Company Project 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; (ii) is at least fifty-one percent (51%) owned by one (1) or more persons who are members of one of the following groups: African American or Black, Hispanic, Asian, Native American or American Indian; and (iii) has significant business presence in the Charlotte Combined Statistical Area.

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

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

Project: Refers to the City’s need for a company to provide Leak Detection Services for the City.

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

Services: Refers to the Leak Detection Services as requested in this RFP.

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

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

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

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

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

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

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

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

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

1.3. Accuracy of RFP and Related Documents.

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

If a Company identifies potential errors or omissions in this RFP or any other related documents, the Company should immediately notify the City of such potential discrepancy in writing. The City may issue a written addendum if the City determines clarification necessary. Each Company requesting an interpretation will be responsible for submitting them per Section 2.2.

1.4. City’s Rights and Options.

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

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

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

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

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

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

1.4.6. To reject any or all Proposals;

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

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

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

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

1.4.11. To issue additional requests for information; and

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

1.5. Expense of Submittal Preparation.

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

1.6. Proposal Conditions.

1.6.1. The following terms are applicable to this RFP and the Company’s Proposal Not An Offer.

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

1.6.2. Right to Terminate Discussions.

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

1.6.3. Trade Secrets and Personal Identification Information.

Definition.

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

Instructions for Marking and Identifying Trade Secrets.

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

Availability of Proposals to City Staff and Contractors.

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

Availability of Proposals via Public Records Requests.

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

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

• Entire Proposals may not be marked as Trade Secret

• Pricing may not be marked as Trade Secret

The City may disqualify and Company that designates its entire Proposal as a trade secret, or any portion thereof that clearly does not qualify under applicable law as a Trade Secret or PII. Each Company agrees to indemnify, defend, and hold harmless the City and each of its officers, employees, and agents from all costs, damages, and expenses incurred in 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.

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

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.

Failure to submit this form with the Proposal shall 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. Title VI Solicitation Notice: Note: Unless otherwise stated herein, this section is only applicable to purchases made by or on behalf of the Aviation Department. The Owner, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

1.6.13. Use of City’s Name.

No advertising, sales promotion, or other materials of the Company or its agents or representatives may identify or reference the City in any manner absent the prior written consent of the City.

1.6.14. Withdrawal for Modification of Proposals.

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

1.6.15. No Bribery.

In submitting a response to this RFP, each Company certifies that neither it, any of its affiliates or subcontractors, nor any employees of any of the foregoing has bribed, or attempted to bribe, an officer or employee of the City in connection with the Contract.

1.6.16. Exceptions to the RFP.

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

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

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

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

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

1.6.17. Fair Trade Certifications.

By submitting a Proposal, the Company certifies that:

• The prices in its Proposal have been arrived at independently, without consultation, communication, or agreement with anyone, as to any matter relating to such prices for the purpose of restricting competition;

• Unless otherwise required by law, the prices quoted in its Proposal have not been knowingly disclosed by the Company and will not knowingly be so disclosed prior to the Proposal due date; and

• No attempt has been made or will be made by the Company to induce any other person or firm to submit or not to submit a Proposal for the purpose of restricting competition.

1.6.18. Companies’ Obligation to Fully Inform Themselves.

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

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

1.6.19. Environmentally Preferable Purchasing.

The City promotes the practice of Environmentally Preferable Purchasing (EPP) in acquiring products or services. Applicable EPP attributes that may be taken into consideration as environmental criterion include the following:

Recycled content Recyclability Reduced Packaging Biodegradability Compostability Durability Reduced toxicity Take-back options Energy Efficiency Water efficiency Life Cycle Management Pollution Prevention Low volatile organic compounds End-of-life management

Companies able to supply products or services containing any of the applicable environmentally preferable attributes that meet performance requirements are encouraged to offer them in the Proposal using the provided Questionnaire in the Procurement Portal. Companies must provide certification of environmental standards and other environmental claims, such as recycled content and emissions data or a formal statement signed by a senior company official.

1.6.20. Disclaimer

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

Section 2 Procurement Process

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

November 6, 2025 Issuance of RFP. The City issues this RFP.

November 17, 2025 Non-Mandatory Pre-Proposal Conference to be held via the link indicated in Section 2.3 at 11:00 a.m.

November 24, 2025 Submission of Questions After the Pre-Proposal Conference. Questions are due by 2:00 p.m.

December 3, 2025 Proposal Submission. Proposals are due by 2:00 p.m. via the Procurement Portal.

December 2025 Evaluation. The Evaluation Committee will assess each Proposal and conduct evaluation activities with Companies.

January 2026 Contract Award by City Council. (anticipated)

February 7, 2026 Services Commence. Company begins providing the Services.

2.2. Interpretations and Addenda.

There are two (2) ways to ask questions about this RFP: (1) submit a question through the Vendor Discussion section on the Procurement Portal; or (2) ask a question at the Pre-Proposal Conference, if one is held. 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 in 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.

2.3. Pre-Proposal Conference.

A Non-Mandatory Pre-Proposal Conference will be conducted on NOVEMBER 17, 2025, at 11:00 A.M.

Meeting information is provided below:

Click here to join – Join the meeting now

To join via phone only - 872-256-4172 Conference ID: 834 049 985#

While attendance at the Pre-Proposal Conference is not mandatory, all interested Companies are encouraged to attend. If special accommodations are required for attendance, please notify the City in advance through the Vendor Discussion section of the Procurement Portal.

2.4. Submission of Proposals.

Proposals must be in the format specified in Section 4 of this RFP by DECEMBER 3, 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.

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Section 2 Procurement Process

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

2.5. Correction of Errors.

The person signing the Proposal must initial erasures or other corrections in the Proposal. The Company further agrees that in the event of any obvious errors, the City reserves the right to waive such errors in its sole discretion. The City, however, has no obligation under any circumstances to waive such errors.

2.6. Evaluation.

As part of the evaluation process, the Evaluation Committee may engage in discussions with one or more Companies. Discussions might be held with individual Companies to determine in greater detail the Company’s qualifications, to explore with the Company the scope and nature of the required contractual Services, to learn the Company’s proposed method of performance and the relative utility of alternative methods, and to facilitate arriving at a Contract that will be satisfactory to the City.

The City may in its discretion require one (1) or more Companies to make presentations to the Evaluation Committee or appear before the City and/or its representatives for an interview. During such interview, the Company may be required to orally and otherwise present its Proposal and to respond in detail to any questions posed. Additional meetings may be held to clarify issues or to address comments, as the City deems appropriate. Companies will be notified in advance of the time and format of such meetings.

Since the City may choose to award a Contract without engaging in discussions or negotiations, the Proposals submitted shall state the Company's best offer for performing the Services described in this

RFP.

2.7. Contract Award by City Council. (anticipated)

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

2.8. Vendor Inclusion.

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

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

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

Section 3 Scope of Services

3. SCOPE OF LEAK DETECTION SERVICES.

3.1. General Scope.

Charlotte Water is seeking a Company to provide as-needed water leak detection services on residential, commercial, and City-owned property/infrastructure (collectively referred to as “Service Groups”). A Contract with one Company is sought, but Charlotte Water may recommend award to multiple Companies to meet the needs for both Services Groups, as defined below.

The Company shall locate and verify water lines requiring repairs. The Company shall, during the same Business Day as Services are rendered, and via email to City personnel requesting the Services, provide a report detailing the steps taken to identify leak(s), the area where leak(s) were detected (if applicable), and other necessary information pertaining to the Services rendered. If leak(s) are identified, the report shall include relevant pictures of the affected area(s). Charlotte Water reserves the right to verify Services were completed by the Company, including being present while Services are being performed.

3.2. Service Groups and Requirements.

Companies may propose to provide Services for one or both Service Groups. No Services will require the Company to provide leak mitigation or repair services. When the Company is contacted for Services, it shall be referred to as a Service Order. The Company shall respond to Charlotte Water’s Service Order request within 24 hours of initially being contacted (except for Emergency Requests; see Section 3.10), to establish a mutually agreed-upon timeframe for the Company to provide Services, including an expected completion time/date. Response shall mean the Company acknowledges the Service Order request by communicating with City personnel requesting the Services and establishes with them a plan to provide Services.

Service A Field Operations Division (FOD) - City Side of Meter Services in this group consist of leak detection along City-owned public mains and water services up to a water meter box. FOD will contact the Company via phone when a leak is suspected. The closest address to alleged leak will be provided by FOD.

Service B Customer Services Division (CSD) – Customer Side of Meter Services in this group consist of leak detection on private residential and/or commercial property. The purpose of these Services is to locate leak(s) to assist Charlotte Water in the resolution of high-water bill complaints. The Company will be assigned work by the CSD only after communication between CSD and the customer (i.e. homeowner, business owner, tenant) has occurred. However, the Company is responsible for obtaining the customer's consent to enter onto private property and/or inside a residence. The Company is solely responsible for any damages or claims made by the customer as a result of the Company's work or entry.

Services in this group may include underground leak detection on water service lines and irrigation systems, leak detection in crawl spaces, leak detection related to plumbing pipes and fixtures inside structures, and other related areas. As multiple leaks may exist at the same location, the Company shall locate all leaks that could cause the consumption commensurate with the magnitude of the customer's high-water usage.

If the Company determines a leak exists under a concrete slab, asphalt, and/or concrete driveways, the Company shall notate that to the customer without excavation. No excavation or work under a concrete slab, asphalt, or concrete driveway shall be authorized, and Charlotte Water shall not be monetarily responsible for such work. Leaks in the customer's yard or greenspace area(s) not exceeding 30 inches in depth shall be dug out, with prior consent of the customer, unless otherwise directed by CSD and approved by the Engineer. No excavation shall exceed 30 inches in depth, unless otherwise directed by CSD and approved by the Engineer. If the source of a leak exceeds a depth of 30 inches, the customer and CSD shall be notified while the Company remains on location for further direction.

The Company will be provided the customer’s contact information by CSD and shall contact the customer to schedule a time to perform the Services. Services shall be scheduled when the customer can be on location, unless the customer and/or CSD approves otherwise. The Company shall exhibit pleasant customer service skills when in contact with customers, and its staff will be held accountable for merited complaints, including but not limited to revocation of their authority to provide Services under the Contract.

3.3. Equipment.

Charlotte Water will not be responsible for furnishing any materials or equipment. The Company shall be responsible for determining what type of equipment is needed for each Service Order and providing all materials required for the provision of Services. Leak detection listening devices are encouraged to be used to provide Services, when feasible. It is understood that such devices provide the best accuracy during times of low noise activity, such as after Business Hours. Other advanced technologies are also encouraged to be used to provide Services and should be noted and elaborated on within your Company’s Proposed Solution. Charlotte Water reserves the right to inspect the condition of the equipment prior to its use. The Company shall demonstrate in its proposal that it has the quantity, quality, and variation of equipment necessary to provide the Services.

3.4. Safety.

3.4.1. The Company shall be responsible for providing, setting up/placing, and removing barricades, tarps, plastic, flag tape, and other safety/traffic control equipment (Safety Equipment) required to protect its employees, the public, surrounding areas, equipment, and vehicles.

3.4.2. Safety Equipment shall be removed upon the conclusion of Services for a particular Service Order, unless otherwise noted and approved by Charlotte Water and/or the customer.

3.4.3. Dangerous environments created by the Company (e.g. an open hole) shall be rectified prior to completion of the Service Order, unless the environment must remain a hazard to keep a leak exposed. In such an event, the Company shall explain to Charlotte Water and the customer (as applicable) any and all risks associated with leaving the dangerous environment as-is. Disposable Safety Equipment may be left at a service location while the work stie remains dangerous but shall be removed prior to Service Order Completion.

3.4.4. The safety of the Company’s employees and the public is of prime concern to Charlotte Water.

3.5. Service Locations.

Service locations will be in and around Mecklenburg County and defined by Charlotte Water per Service Order. Should the Company be requested to perform work outside of the agreed upon location, the Company shall contact Charlotte Water for prior approval.

3.6. Equipment Identification and Safety.

All trucks, vehicles, storage trailers, etc. used (owned, leased, rented or borrowed) by the Company to provide Services shall be equipped with identification signs. Delivery vehicles used exclusively for delivery materials and equipment to the service location are excluded from this requirement. The signs shall be permanently or magnetically attached to each side of the equipment at all times.

Company must maintain equipment in a safe condition at all times. Charlotte Water may conduct periodic inspections of equipment for any safety consideration. Charlotte Water retains the right to suspend operations if, at its sole discretion, the equipment or work itself is not occurring in a safe manner. The Company shall correct the safety concern and may not resume work until approval is received from Charlotte Water.

Signs which are defaced, vandalized, removed or damaged, or which become obsolete shall be replaced within 48 hours. All costs associated with signs shall be considered incidental to the contract.

3.7. Access to Service Locations.

Access shall be along existing easements or within existing roads. Work shall be maintained within the affected area unless otherwise directed by Charlotte Water.

3.8. Noise Control.

The Company shall take steps to avoid the creation of excessive sound levels for employees, the public, or the site and adjacent property owners.

3.9. Work Hours.

The Company will be required to provide Services during Business Hours and may be required to perform Services outside of Business Hours, such as pursuant to an emergency.

The Company shall communicate to Charlotte Water any potential or actual changes in the Service completion time immediately upon learning of such delay.

3.10. Emergency Requests.

Should a repair be deemed by Charlotte Water as an emergency (immediate property damage or no water service to the customer), Charlotte Water will notify the Company with an Emergency Request via Phone Call. The Company shall respond to Charlotte Water’s Emergency Request within two hours of initially being contacted, and the emergency shall be given top priority in the Company’s service queue to ensure the Service Order is completed promptly for Charlotte Water and/or the customer to mitigate property damage or restore water service.

3.11. Environmental Protection.

The Company shall comply with all applicable Federal, State, and Local environmental, erosion control and antipollution laws, regulations, and ordinances including without limitation all air, water, solid and hazardous waste, noise, and nuisance laws, regulations, and ordinances. The Company shall actively seek to prevent, control, monitor, and safely abate all commonly recognized forms of workplace and environmental pollution.

3.12. City Contracting Requirements.

The City will enter into a Contract written by the City with the Company that contains the terms and conditions set forth in the Sample Contract. Any terms and conditions that the Company does not specifically object will be incorporated into the eventual Contract. Notwithstanding the foregoing, the City reserves the right to change the proposed contractual terms and conditions prior to or during contract negotiations if it is in the City’s best interest to do so.

The terms and conditions set forth in Sample Contract may not be all inclusive. The City will propose additional terms and conditions based on the responses to this RFP and the City’s analysis of the Company’s proposal.

3.13. Pricing.

3.13.1. Item numbers one through three shall include a flat rate per Service Order request for the

Company to mobilize to the service location and assess the work required. This rate may be applied in addition to an applicable hourly rate charge. Proposals shall address when an hourly rate will be charged in addition to this flat rate.

3.13.2. Item numbers 4 through 9 shall define the hourly rates to complete a Service Order, during or outside of Business Hours. Hourly rates charged shall reflect only actual hours worked after mobilization and assessment has occurred.

3.13.3. If additional services offered by your Company incur additional fees, such fees and unit of measurements (UOM) shall be denoted in the “Additional Service Items” table and accompanied by a detailed explanation of the services and costs, as well as how they’re charged (e.g. in addition to or in lieu of the Standard Service Items). Examples of additional fees include an alternative hourly rate, or flat fee in addition to hourly rates, to provide Services using advanced technology (i.e. ground penetrating radar (GPR)) equipment.

3.13.4. Unless otherwise noted by the Company in its proposal, all unit prices shall apply to normal Service Orders and Emergency Requests.

3.13.5. The Company shall respond to Service Order requests with the necessary tools and equipment to complete the Service Order. The Company shall not charge more than one flat rate per Service Order, submit for mileage reimbursement, or seek compensation for hours spent traveling to and from a service location.

4. PROPOSAL CONTENT AND FORMAT.

The City desires all Proposals to be identical in format in order to facilitate comparison. While the City’s format may represent departure from the Company’s preference, the City requires strict adherence to the format. All Forms and Questionnaires shall be found and submitted in the City’s Procurement Portal. The Proposal shall be submitted in the format described below:

A. Cover Letter;

B. Proposed Solution;

C. Pricing Worksheet (Pricing Response);

D. Required Forms;

• The “Proposal Submission” Form;

• The “References” Form;

• The “MWSBE Utilization” Form;

• The “Company’s Background Response” Questionnaire;

• The “Safety Assessment” Form; and

E. Exceptions to the Remainder of the RFP, including the Sample Contract.

4.1. Proposal Content.

4.1.1. Cover Letter.

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

4.1.2. Proposed Solution.

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

4.1.3. Required Forms.

To be deemed responsive to this RFP, Companies must complete all Proposal Forms listed in the Requested Information section on the Procurement Portal

4.1.4. Acknowledgements.

To be deemed responsive to this RFP, Companies must complete all Acknowledgements listed in the Requested Information section on the Procurement Portal.

4.1.5. Exceptions to the RFP.

Companies must review Section 1.6.16 for an overview of Exceptions to the RFP. If you elect to take Exceptions to the RFP, including the Sample Contract, then you must upload a redlined version under the Acknowledgement Section in the Procurement Portal. If exceptions are not identified by way of an uploaded redline version, then they may not be considered during Contract negotiation and could result in Proposal being rejected from further consideration.

5. PROPOSAL EVALUATION CRITERIA.

Proposals will be evaluated based on the Company's ability to meet the performance requirements of this RFP.

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

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

a. Qualifications, Experience, And Approach;

b. Cost Effectiveness and Value;

c. Acceptance of the Terms of the Contract

5.1. Qualifications, Experience, and Approach.

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

5.2. Cost Effectiveness and Value.

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

5.3. Acceptance of the Terms of the Contract.

The City will evaluate the Proposals for compliance with the terms, conditions, requirements, and specifications stated in this RFP including the sample contract language provided.