4-B. FY27-RFP-04 Irwin Creek WWTP Outfall Solids Cleaning Removal Service.pdf

REQUEST FOR PROPOSALS

I RW IN CREEK W W TP OU TFA LL S OLID S CLEA N IN G

REMOVA L SERVICE

RF P # FY 27- RF P- 04

CITY OF CH ARLOT TE

N ORTH CAROLIN A

MA RCH 24, 2026

REQUEST FOR PROPOSALS

RFP #FY26-RFP-04

IRWIN CREEK WWTP OUTFALL SOLIDS CLEANING REMOVAL SERVICE

MARCH 24, 2026

Charlotte Water, a department of the City of Charlotte, North Carolina, is now accepting Proposals for Irwin Creek Outfall Solids Cleaning Removal 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 on Monday, April 13, 2026, 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 – https://teams.microsoft.com/meet/23707147468318?p=7UpwAilCVGZmmkPmR2

Meeting ID: 237 071 474 683 18

Passcode: p66om9BL

To join via phone only - 872-256-4172 Conference ID: 565 892 100#

Please have a copy of the RFP available for reviewing during the Pre-Proposal Conference. Proposal submissions are due no later than May 8, 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 https://charlottenc.bonfirehub.com/ https://teams.microsoft.com/meet/23707147468318?p=7UpwAilCVGZmmkPmR2

Checklist for submitting a Proposal:

Step 1 Read the document fully.

Step 2 Review the solicitation timeline and upcoming events in the Procurement Portal and download copies of any documents if you plan to submit a Proposal.

Step 3 Submit any questions via the Procurement Portal by the deadline(s) noted for the solicitation.

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

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

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

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

Section 1 Introduction and General Information

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. PRE-PROPOSAL CONFERENCE

2.5. SUBMISSION OF PROPOSALS

2.6. CORRECTION OF ERRORS

2.7. EVALUATION

2.8. CONTRACT AWARD BY CITY COUNCIL. (ANTICIPATED)

2.9. VENDOR INCLUSION

3. SCOPE OF IRWIN CREEK WWTP OUTFALL SOLIDS CLEANING REMOVAL

SERVICE

3.1. BACKGROUND

3.2. GENERAL SCOPE

3.3. SUBMITTALS FOR PROPOSAL

3.4. COMPANY MINIMUM REQUIREMENTS

3.5. WORK HOURS

3.6. PRICING

3.7. PAY ITEM DESCRIPTIONS

3.8. ACCESS TO SEWERS AND MANHOLES

3.9. BYPASS PUMPING EXISTING WASTEWATER FLOWS DURING THE WORK

3.10. 36” TRUNK SEWER CLEANING

3.11. 36” TRUNK SEWER VIDEO INSPECTION

3.12. DEWATERING AND TREATMENT

3.13. CONTAMINATED SEDIMENT DISPOSAL

3.14. EQUIPMENT REMOVAL, RESTORATION AND DEMOBILIZATION

3.15. SPECIAL PROVISIONS

3.16. CONTRACT TERM

3.17. CONTRACT KICK-OFF MEETING

4. PROPOSAL CONTENT AND FORMAT

4.1. PROPOSAL CONTENT

5. PROPOSAL EVALUATION CRITERIA

5.1. QUALIFICATIONS AND EXPERIENCE

5.2. PROJECT APPROACH AND PROPOSED SOLUTION

5.3. COST EFFECTIVENESS AND VALUE

5.4. ACCEPTANCE OF THE TERMS OF THE CONTRACT

Attachment:

Attachments 1-5 – Reports & Aerial Maps

1. INTRODUCTION.

1.1. Objective.

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

1.2. Definitions.

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

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

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

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

Charlotte.

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

Charlotte Combined Statistical Area: Refers to the area consisting of the North Carolina counties of Anson, Cabarrus, Cleveland, Gaston, Iredell, Lincoln, Mecklenburg, Rowan, Stanly, and Union, and the South Carolina 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 Irwin Creek WWTP Outfall Solids Removal Services for the City.

Project Plan: Refers to the detailed plan for delivery of the Services as described in Section 3, in the form accepted in writing by the City in accordance with the terms of this RFP and resultant Contract.

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

Services: Refers to the Irwin Creek WWTP Outfall Solids Removal 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.

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

In lieu of a fixed percentage CBI participation goal, the Contractor shall consider quotes from CBI-qualified firms when subcontracting opportunities become available during the contract. When subcontracting opportunities become available, the Contractor shall obtain quotes from qualified subcontractors, including those participating in the CBI program. If the Contractor cannot obtain a quote from a qualified CBI firm, they shall provide written notification to the City Designee stating the reason (none available, no response from CBI firm, etc.) along with relevant supporting documentation. The City Designee shall receive copies of all quotes considered.

1.6.10. Subcontracting.

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

1.6.11. Equal Opportunity.

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

1.6.12. Use of City’s Name.

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

1.6.13. Withdrawal for Modification of Proposals.

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

1.6.14. No Bribery.

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

1.6.15. Exceptions to the RFP.

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

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

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

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

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

1.6.16. Fair Trade Certifications.

By submitting a Proposal, the Company certifies that:

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

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

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

1.6.17. Companies’ Obligation to Fully Inform Themselves.

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

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

1.6.18. Disclaimer

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

Section 2 Procurement Process

2. PROCUREMENT PROCESS.

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

2.1. Schedule and Process.

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

DATE EVENT

March 24, 2026 Issuance of RFP. The City issues this RFP.

April 13, 2026 Intent to Bid. Company submits its intent to submit a Proposal via the Procurement Portal for this RFP by 5:00 p.m.

April 13, 2026 Non-Mandatory Pre-Proposal Conference to be held via the link indicated in Section 2.4 at 11:00 a.m.

April 24, 2026 Submission of Questions After the Pre-Proposal Conference. Questions are due by 5:00 p.m.

May 8, 2026 Proposal Submission. Proposals are due by 2:00 p.m. via the Procurement Portal.

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

June 2026 Contract Award by City Council. (anticipated)

July 1, 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 prior to the Pre-Proposal Conference, but Companies shall not be precluded from submitting a Proposal if they fail to submit their Intent to Bid.

2.3. Interpretations and Addenda.

There are 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.

2.4. Pre-Proposal Conference.

A Non-Mandatory Pre-Proposal Conference will be conducted on Monday, April 13, 2026, at 11:00 a.m. Meeting information is provided below:

Click here to join – https://teams.microsoft.com/meet/23707147468318?p=7UpwAilCVGZmmkPmR2 Meeting ID: 237 071 474 683 18

Passcode: p66om9BL

To join via phone only -1-872-256-4172 Conference ID: 565 892 100# https://teams.microsoft.com/meet/23707147468318?p=7UpwAilCVGZmmkPmR2

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.

2.5. Submission of Proposals.

Proposals must be in the format specified in Section 4 of this RFP by Friday, May 8, 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.

2.6. 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.

2.7. 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.

2.8. 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.

2.9. 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 IRWIN CREEK WWTP OUTFALL SOLIDS CLEANING REMOVAL SERVICE.

3.1. Background.

Charlotte Water has retained CHA Consulting, Inc. (CHA or Engineer) to assist throughout the sewer cleaning, video inspection, solids dewatering and disposal project of the 36” Irwin Creek Trunk Sewer located at Irwin Creek Wastewater Treatment Plant (WWTP). All communication and coordination will be through CHA unless directed otherwise. CHA will hold a kick-off meeting with the Company, answer questions that arise during the work, be on-site periodically during the work, review all video inspections performed by the Company, review and process all pay requests, and perform all other duties necessary to oversee the completion of this work.

3.2. General Scope.

Charlotte Water’s 36” Irwin Creek trunk sewer (see Figure 1 and 2) was installed 50+ years ago and is known to have heavy solids/sediment/debris throughout. The sewer is believed to be concrete.

Charlotte Water has had concerns about solids in the sewer, the potential contaminants in the solids, and the possibility that the solids will wash into the downstream Irwin Creek Wastewater Treatment Plant (WWTP) and disrupt plant operations including causing permit violations. Note: Attachments 1-5 and Aerial Maps are provided as part of this RFP as a separate PDF file.

The solids have collected in the 36” trunk sewer for 30+ years. It is not clear when the 36” sewer was last cleaned. Charlotte Water became concerned about potential contaminants in the build-up of solids based on the past industries that previously discharged into the sewers.

To identify contaminant levels, Charlotte Water took samples of the solids along the entirety of the 36” sewer and tested for Metals, PCBs and other contaminants. The test results are included in Attachment

1. Metals were found throughout the length of the 36” sewer in varying concentrations as documented in the test results. PCBs were not found.

Under this Request for Proposals, The City is requesting proposals from qualified Companies to perform the following work:

a. Completely clean/video the entire length of 36” Irwin Creek trunk sewer shown in Figure 1 and 2.

The length of 36” sewer totals approximately 9,813 feet (based on the City’s GIS). The video inspections will be used to confirm that the sewers are clean and to document the condition of the sewers. The cleaning shall remove all solids, sediment, debris, roots, and grease from the sewers.

b. Flows shall be bypassed around the cleaning operations, but no disturbed sediment can enter

WWTP or any discharge point. A plug(s) will be required in MH-19902 to ensure, while cleaning, that no sediment enters the plant. A bypass plan must be submitted and approved by the Engineer prior to any work being performed.

c. Dewater all solids/sediment removed from the sewers to an acceptable percent solids content for disposal at a Company selected landfill. An area has been designated for the dewatering operations on the Irwin Creek WWTP site – see Figure 2. The Company shall be responsible for identifying and securing the landfill for disposal of the dewatered solids and for selecting and designing the dewatering system to meet the requirements herein and the landfill’s disposal requirements including any special requirements based on the contaminant levels in the solids (refer to Attachment 1).

d. Filter/treat and test decant water and return filtered/treated water to the sewer system. All water removed by the dewatering operations shall be captured and filtered/treated to meet the contaminant limits specified in Attachment 2 and/or 3. The filtered/treated water shall be tested, and if contaminant levels are met, the water shall be returned to the McAlpine sewer system. (see

Figure 2) After a series of successful daily tests, Charlotte Water may allow testing to be performed less frequently but reserves the right to return to daily testing at their sole discretion. Charlotte Water will perform the tests and will endeavor to provide test results on the same day but, it is not guaranteed. The Company shall select and design the filter/treatment system to meet the required contaminant limits. The filter/treatment equipment shall be staged in the designated dewatering and treatment area on the Irwin Creek WWTP site. The treated water that conforms to the discharge limits can be discharged into the McAlpine 54” manhole or to the 20 MG equalization (EQ) basin near the dewatering area until test results validate that the required limits have been met. If the EQ basin is used, it must be cleaned and contain no debris at the end of the project. See Figure 2. No structural modifications can be made to the EQ basin such as holes, anchors, concrete nails, redheads or any other product capable of any alteration to the concrete structure. All modifications must be approved by Charlotte Water.

e. The Company must make every precaution that no spills of any kind are able to reach Irwin Creek or any stormwater inlets. A spill response plan will be required and approved by Charlotte Water.

3.3. Submittals for Proposal.

The Company shall provide a cover letter, project team, qualifications and identify the proposed approach, bypass, cleaning/video, treatment/filtration, disposal and unit prices in accordance with the terms of the RFP and Section 4 (Proposal Format and Content).

3.4. Company Minimum Requirements.

The Company must meet the following minimum requirements:

• Minimum of five (5) years of experience in the municipal sanitary sewer cleaning business;

including demonstrated experience in heavy debris removal;

• Minimum of five (5) years of experience in CCTV inspection and reporting;

• Provide a listing (tabular format) of all large diameter cleaning, solids dewatering, and decant water treatment performed over the last ten (10) years to demonstrate the extent of the Company’s overall experience

3.5. Work Hours.

Many of the manholes and sewers are in close proximity to houses. The Company must closely coordinate all work with property owners and address their concerns. Noise shall be minimized as much as possible to minimize disruption to homeowners. In addition, work in backyards shall be performed during the daytime if possible and no later than 7:00 p.m. unless otherwise approved.

For sewer cleaning and television inspection, normal work hours shall be 7:00 a.m. to 7:00 p.m., Monday through Friday, except for City recognized holidays and blackout dates in Attachment 4.

Weekend work will be considered on a case-by-case basis.

3.6. 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 eighty (180) 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 Price Schedule. The Company shall provide pricing in the Price Schedule for the work described herein with their proposal.

Approximate quantities are listed and not guaranteed. Payment will be made based on the actual work performed under the Contract.

No adjustments in unit prices shall be allowed for any over-runs or under-runs in quantities.

The City reserves the right to decrease the final scope of work to meet their available budget.

3.7. Pay Item Descriptions.

The work under this Contract is mostly in easement areas along creeks. Access shall be through the existing sewer easements or within the existing road rights-of-way. Work shall be maintained within the easements and rights-of-way unless otherwise approved by the individual property owner and/or the City.

3.7.1. The unit prices shall include all work required to complete each work task, including all work required to access the sewers to perform the work, coordinating with property owner as necessary, traffic control, restoration of easements and work areas, coordinating with the Engineer and City, set-up and breakdown of equipment, testing, permitting, disposal fees, and all other work necessary to complete each work task as specified in the Scope of Services.

3.7.2. 36” Sewer Cleaning will be paid under Item 1 on a per linear foot (LF) cleaned basis. Item 1 shall be performed as specified in the scope of work, section 3.9, of this RFP and shall include any and all cleaning required to remove all solids, sediments, debris, roots, and grease from the sewers. No distinction will be made between light and heavy cleaning, this Bid Item includes any level of cleaning required. As stated in the scope of work section of this RFP, the 36” sewer has not been cleaned in many years. The sewer has debris levels from 0.25” up to potentially several inches or more depth. The Company shall expect heavy cleaning for the entire length of 36” sewer included in this project.

3.7.3. 36” Sewer Video Inspection will be paid under Item 2 on a per linear foot (LF) televised basis. The unit price shall include all work required to properly perform the video inspections in the City’s specified format as specified in the scope of work, section 3.10, of this RFP, and submit the videos to the Engineer for review.

3.7.4. Bypass Pumping of the 36” sewer and all connecting sewers will be paid under Item 3 on a lump sum basis. One lump sum payment will be made for all required bypass pumping including the 36” trunk sewer and all connecting sewers. Payment will be made in monthly increments whenever bypassing has been performed based on the schedule of values (amount and value of work performed for the month). As specified in the scope of work, all cleaning operations and video inspections shall be done under bypass (no flow in the sewers during the work). Bypass pumping shall be as specified in the scope of work section 3.8, of this RFP and shall include all required equipment, piping, valves, plugs, fuel, personnel, etc. to properly bypass flows during the work.

3.7.5. Dewatering and Treatment will be paid under Item 4 on a lump sum basis. One lump sum payment will be made for all dewatering and treatment. Payment will be made in monthly increments whenever dewatering and treatment has been performed based on the schedule of values (amount and value of work performed for the month). Dewatering and treatment shall be as specified in the scope of work, section 3.11, of this RFP. Furnish all labor, materials, equipment and incidentals necessary to design, construct, operate, maintain, remove and collect sediment from cleaning operations of the 36” interceptor.

The treatment shall dewater, treat and store treated water to meet the required discharge limits as outlined in Attachment 2. Testing of treated water will be conducted by Charlotte Water daily before it is released back into the system.

3.7.6. Contaminated Sediment Disposal will be paid under Item 5 on a per ton disposed basis.

Payment will be made based on the tons of dewatered solids hauled to the landfill for disposal regardless of the percent solids content. The Company shall provide landfill scale tickets as proof of proper waste disposal each time dewatered solids are disposed of. The landfill tickets will be the basis for payment. Identifying and securing the landfill disposal site including performing any testing required by the landfill; hauling the dewatered solids to the selected landfill location, meeting all hauling regulations, and paying all tipping fees/disposal costs; removing all dewatering equipment upon project completion and restoring the work area; and all other work necessary to perform the dewatering as specified and as required.

3.7.7. Mobilization is for the costs incurred prior to beginning work on this contract, including permits, licenses, fees, insurance, bonds, equipment mobilization, signage, etc. not covered by other bid items.

3.7.7.1. Payment will be limited to 2% of the subtotal bid. One half of the amount will be paid with the first pay application and the remainder paid with the second pay application. If an amount greater than 2% of the subtotal is entered for mobilization, the difference in the percentage entered and 2% will be paid on the final payment.

3.8. Access to Sewers and Manholes.

The work under this Contract is mostly in easement areas along creeks. Access shall be through the existing sewer easements or within the existing road rights-of-way. Work shall be maintained within the easements and rights-of-way unless otherwise approved by the individual property owner and/or the City.

The Company shall be solely responsible for accessing the sewers and manholes to perform the work, including determining access requirements and developing alternate access points as required, removing and replacing to equal conditions moveable obstacles (such as fences), clearing and mowing easements as required, negotiating with property owner, and restoring all areas disturbed by the work to equal or exceed preconstruction conditions (including repairing ruts, seeding and mulching, replacing moveable objects, etc.). The Company shall perform pre-construction video inspections/photography to document the existing conditions prior to the work in case future disputes and/or complaints arise regarding the condition of the easements and adjacent properties.

The Company is advised that the City recently performed extensive clearing and tree removal along the 36” trunk sewer to improve access to the sewers. The Company shall perform additional clearing as deemed necessary.

3.9. Bypass Pumping Existing Wastewater Flows During the Work.

The Company is responsible for handling and accommodating all existing wastewater flows during the work. To minimize bypass pumping costs, the following requirements shall apply:

Flow shall be returned to gravity flow (remove the plug) over weekends or holidays, and whenever work is suspended for long periods of time. This will eliminate the need for 24/7 pump-watch and other alarm features.

Flow shall be returned to gravity flow (remove the plug) during heavy rain events, as determined by the Engineer, to avoid flooding. Flows in the 36” sewer significantly increase during rain events and will surcharge during larger rain events, and flows will often remain elevated for several days after the rain ends. The Company shall avoid working during any rain-induced elevated flow conditions.

This will minimize the need for additional pumping capacity (for wet weather) and extensive backup pumps.

One backup pump shall be provided for use when typical pump failures occur (such as clogging that cannot be quickly addressed). Depending on the Company’s approach as outlined in the submitted proposal, multiple pump redundancies may not be required for this Project. Flow shall be returned to gravity flow (remove the plug) immediately when a pump issue/failure occurs (unless the standby pump can be immediately activated) and/or if the pumps are not keeping up with the flows. This will eliminate the need for multiple backup/standby pumps to provide full redundancy.

The following flows in the 36” trunk sewer are based on long-term flow metering at the downstream end of this sewer (Meter Site 38 at MH-251299):

Average Dry-Weather Flow Rate = 0.96 mgd

Additional short-term flow meters have been installed at three locations (see Figure 1):

1. Location 1 - Manhole MH-254633 Average Dry-Weather Flow 0.19 mgd

2. Location 2 - Manhole MH-254632 Average Dry-Weather Flow 0.36 mgd

3. Location 3 - Manhole MH-24752 Average Dry-Weather Flow 0.49 mgd

The Company shall also bypass flows from sewers and service laterals connecting to the main 36” trunk sewer as encountered. Flow rates in the connector sewers are not known – Company to determine.

The bypass system shall be designed and provided to meet the following parameters:

Main 36” Trunk Sewer: Pumping system must handle 2 mgd (average flow x peaking factor of 2) Smaller Connecting Sewers: Pumping system to handle flows as encountered Backup Pump: One backup pump identical to the primary duty pump shall be provided for pumping the flows in the 36” sewer. Depending on the Company’s approach as outlined in the submitted proposal, multiple pump redundancies may not be required for this Project. The backup pump shall be activated when normal pump issues occur unless flow can be immediately returned to gravity flow as specified above.

All trailer or skid-mounted pumps shall meet the requirements of the City of Charlotte Noise Ordinance. All pumps shall be Quiet Flow™, Critically Silenced™ or sound attenuated to 68 dBA at 23 feet. Pumps shall be provided with a pre-engineered sound attenuation enclosure. Sound blankets shall not be acceptable for primary noise attenuation, but sound blankets may also be required around the entire bypass pumping system if noise becomes an issue. If required, the sound blankets shall be free standing and 12-ft high minimum, shall have Class 1 flammability per ASTM E- 84 and shall reduce sound by at least 10 dB at 125 Hz.

Maximum surcharge level in manholes during bypass = 2 feet above the pipe crown; if not maintained at or below this level, return flow to gravity…