4-B. FY26-RFP-21 On-Call Concrete Maintenance and Repair Services RFP.pdf

REQUEST FOR PROPOSALS

ON - CA LL CON CRETE MA IN TENA N CE AN D REPA I R

S ERV ICES

RF P # F Y 26 - RF P- 21

CITY OF CH ARLOT TE

N ORTH CAROLIN A

JA N UA RY 2 , 2026

REQUEST FOR PROPOSALS

RFP # FY26-RFP-21

On-Call Concrete Maintenance and Repair Services

January 2, 2026

Charlotte Water, a department of the City of Charlotte, North Carolina, is now accepting Proposals for On-Call Concrete Maintenance and Repair 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.

There will be no Pre-Proposal Conference held for this RFP.

Proposal submissions are due no later than January 21, 2026, 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, Acquisition and Compliance https://charlottenc.bonfirehub.com/

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. INTENT TO BID

2.3. INTERPRETATIONS AND ADDENDA

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 ON-CALL CONCRETE MAINTENANCE & REPAIR SERVICES

3.1. GENERAL SCOPE

3.2. SPILL PREVENTION, RESPONSE, AND REPORTING AT TREATMENT FACILITIES

3.3. TYPE OF SERVICES

3.4. FACILITY AND TREATMENT PROCESS DESCRIPTION

3.5. ENVIRONMENTAL COMPLIANCE REQUIREMENT & EQUIPMENT

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.

Environmentally Preferable Products: Refers to products that have a lesser or reduced effect on human health and the environment when compared with competing products that serve the same purpose. This comparison may consider raw materials acquisition, production, manufacturing, packaging, distribution, reuse, operation, maintenance, or disposal of the product.

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.

Post-Consumer Recycled Material: Refers to material and by-products which have served their intended end-use by a consumer and have been recovered or diverted from solid waste.

It does not include those materials and by-products generated from, and commonly reused within, an original manufacturing process.

Project: Refers to the City’s need for a company to provide On-Call Concrete Maintenance and Repair Services for the City.

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

Recyclability: Refers to products or materials that can be collected, separated, or otherwise recovered from the solid waste stream for reuse, or used in the manufacture or assembly of another package or product, through an established recycling program. For products that are made of both recyclable and non-recyclable components, the recyclable claim should be adequately qualified to avoid consumer deception about which portions or components are recyclable.

Recycled Material: Refers to material and by-products which have been recovered or diverted from solid waste for the purpose of recycling. It does not include those materials and by-products generated from, and commonly reused within, an original manufacturing process.

Services: Refers to the On-Call Concrete Maintenance & Repair 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 2.3.

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.

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.

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.

http://www.charlottebusinessinclusion.com/

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. 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.

1.6.19. 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

January 2, 2026 Issuance of RFP. The City issues this RFP.

January 9, 2026 Intent to Bid. Company submits its intent to submit a Proposal via the Procurement Portal for this RFP by 4:00 p.m.

January 12, 2026 Submission of Questions. Questions are due by 2:00 p.m.

January 21, 2026 Proposal Submission. Proposals are due by 2:00 p.m. via the Procurement Portal.

February 2026 Evaluation. The Evaluation Committee will assess each Proposal and conduct evaluation activities with Companies.

February 2026 Contract Award by City Council. (anticipated)

March 2026 Services Commence. Company begins providing the Services.

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 by the proposed deadline, 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 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.

In order for questions to be addressed, they must be submitted by 2:00 p.m. on January 12, 2026.

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.

2.4. Submission of Proposals.

Proposals must be in the format specified in Section 4 of this RFP by JANUARY 21, 2026, 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.

Section 2 Procurement Process

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.

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

Section 3 Scope of Services

3. SCOPE OF ON-CALL CONCRETE MAINTENANCE & REPAIR SERVICES.

3.1. General Scope.

The scope for this solicitation is to provide immediate on-call concrete repair and maintenance services for Charlotte Water facilities which include three (3) Water Treatment Plants, two (2) Water Intakes, twelve (12) Tank Sites, four (4) Booster Stations, five (5) Water Resource Recovery Facilities, one (1) Water Resource Management Facility, one (1) Package Plant, and seventy-five (75) Lift Stations. The Company will be responsible for providing repair and/or corrective services in order to complete necessary projects to ensure reliable operations. Because of the unknown scope of each project, Task Orders will be issued and will vary in length of time to complete. It is anticipated that the majority of services will be completed during normal working hours. Normal working hours are Monday-Friday 0700hrs-1700hrs, however, the on-call nature of this contract may require overtime work if needed, or work on nights and/or weekends.

The selected Company will be awarded a contract for an initial term of two (2) years with the option to renew for three (3), one (1) year terms. A contract with one Company is sought, but Charlotte Water may recommend award to multiple Companies to meet the needs for services as defined below.

3.2. Spill Prevention, Response, and Reporting at Treatment Facilities.

3.2.1 International Standards Organization ISO 14001:2015 Environmental Management Systems Standard. The Environmental Management Division of Charlotte Water holds a corporate certification for the biosolids program, Mallard Creek Water Reclamation Facility (WRF), Sugar Creek Water Resource Recovery Facility (WRRF), McDowell Creek (WRRF) and Irwin Creek (WRRF) and is certified to the ISO 14001:2015 Environmental Management Systems standard. The International Organization for Standardization (ISO) is an international standard-setting body composed of representatives from various national organizations throughout the world, such as ANSI in the United States. The ISO14000 Environmental Management System standards exist to help organizations minimize how their operations can negatively affect the environment while continually improving in all areas. The Company and suppliers shall take measures as needed to prevent pollution to help the City conform to the ISO14001:2015 standard.

3.2.2 Each water and wastewater treatment facility have a Spill Prevention, Control, and Countermeasure (SPCC) Plan in accordance with the SPCC regulation (40 CFR 112) and a Stormwater Pollution Prevention Plan in accordance with the Federal Water Pollution Control Act’s National Pollutant Discharge Elimination System (NPDES) Program. The Company shall pay any costs incurred for spill response including clean-up and disposal fees and fines or penalties levied against the City for any spills or leaks caused by the Company or any of their subcontractors or vendors. The Company is responsible for training their staff, subcontractors, and suppliers on spill prevention, response, and reporting procedures. The Company shall maintain equipment necessary for the clean-up of spills, drips or leaks near the equipment or material that is being used or stored at all times. Suggested equipment includes absorbent, industrial wipers, barrier systems, and clean-up containers. Company must notify City immediately if a spill of any quantity or type occurs on the property.

A. Oil Pollution Prevention:

Company shall be responsible for spill prevention and response for all storage tanks, pumps, and equipment holding any quantity of oil that the Company or his subcontractor or suppliers are using to execute the Work or have on-site in preparation for executing the Work. The Company shall provide prior notification to the City of all oil and petroleum deliveries, and the City must be present at the time of connect to and disconnect from storage containers or equipment. The following delivery requirements shall be followed for all petroleum and oil deliveries:

1. Give the City (or designee) notice that delivery is going to be made.

2. The Company shall follow standard operating procedures and good safety practices in accordance with the regulations including but not limited to those defined by the Department of Transportation and to confirm proper connection and disconnection of tank trucks from oil transfer lines during oil deliveries.

3. Have delivery personnel sign in at the Administration Building or other City-designated facility immediately upon entering the facility.

4. Use the City-designated truck route from the Administration Building or City-designated facility to the delivery point.

5. Be escorted to the delivery point by Company staff. A competent member of the Company’s staff shall be present during all connections and disconnections.

6. Remain with the vehicle at all times and continually monitor the fuel transfer process.

7. Physical barriers systems such as wheel chocks shall be used to reduce the potential for unintentional disconnections.

8. Drain the loading/unloading lines to the storage tank and close the drain valves before disconnecting loading/unloading lines.

9. Place a drain pan or other appropriate containment device under all connections.

10. Inspect the vehicle before departure to confirm all loading/unloading lines have been disconnected and all drain and vent valves are closed and there are no leaks.

11. Companies shall not conduct filling operations during precipitation events, unless directed by Plant Manager.

B. Stormwater Pollution Prevention:

1. Outdoor Washing Activities: Discharges from outdoor washing activities shall not be allowed to enter the stormwater system (stormwater pipes, catch basins, drainage ditches, rain gardens, and similar conveyances). The Company must have adequate equipment and implement management practices to properly treat, contain, collect, and dispose of wash water runoff generated during washing activities. Proper disposal of collected wash water must be arranged prior to beginning work.

2. Painting: Company shall not discharge into the stormwater system (or onto the ground) any wastes resulting from the cleaning of painting equipment or the removal of paint from structures. If solvents or other potentially hazardous products are used to clean painting equipment, the resulting wastewater may be hazardous and must be properly disposed of or recycled.

3. Concrete: Company shall not discharge concrete or any residue from rinsing equipment or trucks onto the ground or into the stormwater system. The City shall designate a concrete chute and tool wash area at each facility. All concrete remaining in delivery trucks after completion of the Work shall not be discharged or rinsed from truck at the facility.

4. Waste Management: Companies shall use waste bins/dumpsters that are leak proof (no holes or damage). All bins/dumpsters shall be covered and have drain plugs.

5. Chemicals and Fuels: Companies shall provide containment and any other spill prevention necessary for all chemicals and fuels stored or used on-site. The Company shall provide for proper disposal of all materials that are captured in containment, since discharge to the land or surface waters is not allowed. Company shall ensure that the containment area is adequate per applicable regulations. This shall include covering the chemical/fuel, or emptying the containment area as needed.

6. Seeding: Companies must follow proper pesticide and fertilizer application methods as prescribed by industry standards and on product labels during seeding. 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.

7. Erosion: All land disturbing activities, including those that disturb less than an acre, shall provide adequate erosion control measures, structures, or devices in accordance with local, state and federal regulations. Company shall refer to other specification sections for requirements related to Sedimentation Control Plans and NPDES Stormwater General Permit NCG010000 for Construction Activities coverage.

The Company shall visually check any temporary pipelines, pumping equipment, and associated connections conveying wastewaters, sludges, chemicals, or similar potential pollutants on the schedule outlined in the scope of work to detect and stop any leaks and spills. The Company shall maintain a log(s) of inspections and shall make the log(s) available to the City upon request.

3.3. Type of Services.

The selected company(s) shall provide Charlotte Water Facilities with on-call concrete maintenance and repair services on an as needed and on-call basis. Work may be performed at any Charlotte Water Facility. The need for these services is a result of necessary system improvements that are beyond the availability of manpower that Charlotte Water’s maintenance staff is allotted. Charlotte Water will select highly qualified contractors who can provide quick response, quality work, and a high level of customer service performance in all work efforts. The Company will be expected to work with Charlotte Water staff in a professional manner. Because of the unknown scope of each project, Task Orders will be issued. While it is anticipated that most of the work will be able to be performed during normal working hours, the on-call nature of this contract may require overtime work if needed, or work on nights and/or weekends. The Company may be included in the planning and design phase if necessary.

The services are to be provided on an as needed and requested basis. They include, but are not limited to:

1) Structural Concrete Repairs; and/or Surface Concrete Repair, Concrete Spalling, Cast in Place Concrete, etc.,

2) Expansion Joints, Wet Crack Injections, Dry Crack Injections, etc.,

3) Mortar Repair, Rebar Repair, Sealant Repair or Replacement, etc., The Company shall be responsible for providing various maintenance and repair services to facilities and equipment. Upon issuance of a Task Order, Companies shall respond to the plant within seventy-two (72) hours or three (3) business days for Regular Repairs, and within twenty-four (24) hours or one

(1) business day for Emergency Repairs.

Examples of typical services that could be performed as part of a Task Order are listed below. This is not an exhaustive list but will give the Company an idea of what types of work are involved in typical work at the facilities.

• Sealing leaks in concrete tanks.

• Miscellaneous concrete and grout work to support modifications to process equipment.

• Masonry repairs and repointing.

Companies are required to have their own Safety and Health Program and ensure their staff have a safety plan, all necessary PPE and safety equipment required based on the assigned task.

3.4. Facility and Treatment Process Description.

The following provide a description of CLTWater facilities for this scope of service:

Water Treatment Plants (WTP)

• Franklin: 181 MGD capacity, 90.2 MGD average

• Vest: 24 MGD capacity, 15.3 MGD average

• Dukes: 25 MGD capacity, 19.1 MGD average

• Raw water intakes: 2

• Booster pump stations: 4

• Tank sites: 12

Water Resource Recovery Facilities (WRRF)

• Sugar Creek: 20 MGD capacity, 16.2 MGD average

• Irwin Creek: 15 MGD capacity, 12 MGD average

• McAlpine Creek: 64 MGD capacity, 42.6 MGD average

• Mallard Creek: 12 MGD capacity, 10.5 MGD average

• McDowell Creek: 12 MGD capacity, 6.3 MGD average

• Ashe Plantation: 0.1 MGD capacity

• Sewer lift stations: 76

3.5. Environmental Compliance Requirement & Equipment.

Several Charlotte Water locations have National Pollutant Discharge Elimination System (NPDES) permits. This list is an example of what the permits are for:

• NPDES permit for stormwater

• Spill Prevention Control and Countermeasure (SPCC) plan

• Mecklenburg County air quality permit

3.6. Request for Services

Charlotte Water’s Engineering Division will issue Task Orders based on defining the scope of work and the desired completion schedule. The Company and an Engineering representative will negotiate the price associated with each Task Order by utilizing the Company’s submitted fee schedule. The Company will provide all labor and materials needed to perform necessary work. Companies will be allowed to use fixed, permanently mounted hoist to remove and set equipment.

3.7. Company Qualifications

The Company must meet qualification requirements in order to submit a Proposal for consideration.

To become qualified, the Company must possess:

• A NC General Contractors License is preferred. If your company does not have a licensed GC, indicate how your company is qualified to perform concrete maintenance and repair services.

on the types of equipment/areas listed in General Scope Section.

• The ability to meet the insurance requirements.

• List the number and size of crews available to perform work examples listed above.

• Provide a list of equipment owned by company found on a typical work/service vehicle.

• Provide a list of heavy equipment (excavators, trailers, boom trucks, etc.) that is owned by the company and will not be required to be rented.

• Provide a general turnaround time of availability to respond to Task Order Request generated by

CLTWater. Provide confirmation the response times listed in Section 3.3 are acceptable.

3.8. Pricing.

Each Company warrants the price(s), terms and conditions quoted shall be firm for acceptance by the City for a period of one hundred twenty (120) calendar days from the date of proposal due date.

Once award is made and a Contract is in place, prices shall remain firm and fixed for the initial term of the Contract period, unless revised in accordance with the Pricing Worksheet. The City agrees to pay the Company on a time and materials basis. Pricing must be all- inclusive and cover every aspect of the Project. A Pricing Worksheet is provided to assist you.

3.8.1 Labor/Equipment Rates. The labor costs shall include all applicable general conditions costs as listed in RS Means cost publications in Division 1 General Requirements. The Labor costs shall include the Company’s overhead and profit allowances. The crew labor rates shall include base wages, all fringe benefits, and worker’s compensation costs.

Company shall only use the Project Management, Foremen, and Superintendent staff listed on the Employee Information Sheet to execute accepted Task Orders. Substitutions or additions to the Company’s approved employees shall be approved by the City. Laborers must be employees of the Company who receive the necessary safety training required by the Company’s safety program.

Small tools, safety equipment, spill prevention and response equipment/materials, and normal equipment operating expendables shall be included as part of the Equipment Rates.

All equipment listed as OWNED on the Equipment Information Sheet shall be included in the Labor/Equipment Rates for the corresponding Work Activity. If available, Company shall submit cost sheet for any typical lease or rental equipment.

Types of Labor/Equipment Rates. Company shall indicate five (5) rates:

A. Full Day Task Order. This rate shall be used when Task Order takes between five

(5) and ten (10) hours to complete. If the Task Order takes more than one day to complete, each full day of Work shall be paid at the Full Day Task Order Labor/Equipment Rate.

B. ½ Day Task Order. This rate shall be used when a Task Order takes one (1) to four

(4) hours to complete.

C. Hourly Rates. This rate will be an option to be used in lieu of the ½ Day Task Order rate to ensure CLTWater receives the best value for mobilization and time spent by the Company performing services.

D. Overtime Rates. This rate will be for services provided over the ten (10) hours to complete and for services outside of normal hours as defined in General Scope.

Charging overtime rates must be pre-approved by Charlotte Water designee before submitted on an invoice.

E. Emergency Rates. This rate will be for non-scheduled emergency services. Charging emergency rates must be pre-approved by Charlotte Water designee before submitted on an invoice. Company must be on site within 24 hours of initial contact from Charlotte Water designee.

Time of work begins when all necessary equipment and labor are on-site and available to help work progress and will stop for Company delays. Company shall only be paid Labor/Equipment Rates for the time spent on-site helping the work progress. Project Management, scheduling, safety and progress meetings shall not be reimbursed.

Company shall not be paid for down time due to Company delays.

The hours listed for Labor/Equipment rates and overtime rates do not include travel to or from site.

3.8.2 Mark-Up Percentages.

A. Company Furnished Materials. The percentage is applied to the costs of Company – furnished and installed materials and process equipment documented by manufacturers or supplier’s invoice. This percentage shall be applied to costs for materials and equipment that are not included in the Labor/Equipment Rate.

Fuel costs for travel, material delivery, and equipment shall NOT be reimbursed to Company.

Any materials that are requested by, and paid for by the City, that are not installed as part of a Task Order, the City shall:

1) have the option to have these materials turned over to the City, or

2) have the materials returned to the Supplier, and credited the cost of the materials, minus any Restocking Fees.

B.