4-Required Forms RFP-269-2026-2050 BOD HYBRID BUS REPAIR AND MAINTENANCE SERVICES.docx

Required Forms

BOD HYBRID BUS REPAIR AND MAINTENANCE

PROPOSAL SUBMISSION FORM

This Proposal is submitted by:

The representative signing above hereby certifies and agrees that the following information is correct:

1. In preparing its Proposal, the Company has considered all proposals submitted from qualified, potential subcontractors and suppliers, and has not engaged in or condoned prohibited discrimination.

2. For purposes of this Section, discrimination means discrimination in the solicitation, selection, or treatment of any subcontractor, vendor or supplier on the basis of race, ethnicity, gender, age or disability or any otherwise unlawful form of discrimination. Without limiting the foregoing, discrimination also includes retaliating against any person or other entity for reporting any incident of discrimination.

3. Without limiting any other provision of the solicitation for proposals on this project, it is understood and agreed that, if this certification is false, such false certification will constitute grounds for the City to reject the Proposal submitted by the Company on this Project and to terminate any contract awarded based on such Proposal.

4. As a condition of contracting with the City, the Company agrees to maintain documentation sufficient to demonstrate that it has not discriminated in its solicitation or selection of subcontractors. The Company further agrees to promptly provide to the City all information and documentation that may be requested by the City from time to time regarding the solicitation and selection of subcontractors. Failure to maintain or failure to provide such information constitutes grounds for the City to reject the Proposal submitted by the Company or terminate any contract awarded on such proposal.

5. As part of its Proposal, the Company shall provide to the City a list of all instances within the past ten years where a complaint was filed or pending against the Company in a legal or administrative proceeding alleging that the Company discriminated against its subcontractors, vendors or suppliers, and a description of the status or resolution of that complaint, including any remedial action taken.

6. The information contained in this Proposal or any part thereof, including its Exhibits, Schedules, and other documents and instruments delivered or to be delivered to the City, is true, accurate, and complete. This Proposal includes all information necessary to ensure that the statements therein do not in whole or in part mislead the City as to any material facts.

7. None of Company’s or its subcontractors’ owners, employees, directors, or contractors will be in violation of the City’s Conflict of Interest Policy for City, Secondary and Other Employment Relationships (HR 13) if a Contract is awarded to the Company.

8. It is understood by the Company that the City reserves the right to reject any and all Proposals, to make awards on all items or on any items according to the best interest of the City, to waive formalities, technicalities, to recover and resolicit this RFP.

9. This Proposal is valid for one hundred and eighty (180) calendar days from the Proposal due date.

Representative (signed): ________________________________________________________

ADDENDA RECEIPT CONFIRMATION

Please acknowledge receipt of all addenda by including this form with your Proposal. All addenda will be posted to the City’s Bonfire eProcurement Portal at https://charlottenc.bonfirehub.com/ and the City’s Contract Opportunities Site at http://charlottenc.gov/DoingBusiness/Pages/ContractOpportunities.aspx.

I certify that this proposal complies with the Specifications and conditions issued by the City except as clearly marked in the attached copy.

REFERENCES

Companies shall utilize the format below to provide a minimum of three (3) to five (5) client references. The City’s preference is for references from organizations of similar sizes or where the Company is performing similar services to those described herein. If such references are not available, individuals or companies that can speak to the Company’s performance are adequate.

REFERENCE:

Name of Client: Main Phone:

Address:

Primary Contact:___________________________ Title:

Contact Phone:____________________ Contact E-mail: __ Service Dates:

Summary & Scope of Project:

Contract Value: $ Number of Client Employees:

REFERENCE:

Name of Client: Main Phone:

Address:

Primary Contact:___________________________ Title:

Contact Phone:____________________ Contact E-mail: __ Service Dates:

Summary & Scope of Project:

Contract Value: $ Number of Client Employees:

Name of Client: Main Phone:

Address:

Primary Contact:___________________________ Title:

Contact Phone:____________________ Contact E-mail: __ Service Dates:

Summary & Scope of Project:

Contract Value: $ Number of Client Employees:

Name of Client: Main Phone:

Address:

Primary Contact:___________________________ Title:

Contact Phone:____________________ Contact E-mail: __ Service Dates:

Summary & Scope of Project:

Contract Value: $ Number of Client Employees:

Name of Client: Main Phone:

Address:

Primary Contact:___________________________ Title:

Contact Phone:____________________ Contact E-mail: __ Service Dates:

Summary & Scope of Project:

Contract Value: $ Number of Client Employees:

DBE PROGRAM FORM

LIST OF SUBCONTRACTORS - FORM A – Continuation Project DBE and non-DBE Subcontractor / Supplier Utilization Commitment Federal Disadvantaged Business Opportunity Program.

Note: This MUST be submitted with your bid. Make copies as needed.

If your company fails to meet the DBE Utilization Goal for this Project, you MUST attach documentation of your company’s Good Faith Efforts with your Proposal.

Company Name: Project Name: RFP 269-2026-2050

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS

The bidder, contractor, or subcontractor, as appropriate, certifies to the best of its knowledge and belief that neither it nor any of its officers, directors, or managers who will be working under the Contract, or persons or entities holding a greater than (ten percent) 10% equity interest in it (collectively “Principals”):

1. Are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any federal or state department or agency in the United States;

2. Have within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a public transaction; violation of federal or state anti-trust or procurement statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

3. Are presently indicted for or otherwise criminally or civilly charged by a government entity, (federal, state or local) with commission of any of the offenses enumerated in paragraph 2 of this certification; and

4. Have within a three-year period preceding this application/proposal had one or more public transactions (federal, state or local) terminated for cause or default.

I understand that a false statement on this certification may be grounds for rejection of this proposal or termination of the award or in some instances, criminal prosecution.

· I hereby certify as stated above:

(Print Name) Signature

Title Date

· I am unable to certify to one or more the above statements. Attached is my explanation. [Check box if applicable]

(Print Name) Signature

BYRD ANTI-LOBBYING CERTIFICATION

The undersigned certifies, to the best of their knowledge and belief, that:

1. No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of and Federal contract, grant, loan, or cooperative agreement.

2. If any funds other than federal appropriated funds have been paid or will be paid to any person for making lobbying contacts to an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form—LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions [as amended by "Government wide Guidance for New Restrictions on Lobbying," 61 Fed. Reg. 1413 (1/19/96)].

3. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including all subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction by 31 U.S.C. § 1352 (as amended by the Lobbying Disclosure Act of 1995). Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

___________________________________ (the “Company”) certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Company understands and agrees that the provisions of 31 U.S.C. A 3801, et seq., apply to this certification and disclosure, if any.

(Print Name) Company Name

Authorized Signature Address

ENVIRONMENTAL PURCHASING RESPONSES

RFP # 269-2026-2050

Companies shall complete and submit the form below regarding the products or supplies required to perform the Services.

Recycled Content.

Products must contain a certain percentage of recycled content. Please include the amount of recycled content, both pre- and post-consumer, included in your product.

Recyclability.

Please include the types of materials included in your product, and if they are considered recyclable in typical municipal recycling streams.

Biodegradability.

Products must be capable of decomposing under natural conditions. Please state whether each Product offered in your proposal is biodegradable.

Composability.

Products must be capable of composting at a commercial composting facility. Please state whether each product offered in your proposal is compostable.

Energy Consumption.

Please include the total amount of energy consumed for product or service manufacture, use and disposal. Different sources of energy are associated with different environmental impacts.

Energy Efficiency.

Products must meet or exceed the Department of Energy (DOE) and Environmental Protection Agency criteria for use of the ENERGY STAR trademark label; or is in the upper 25% of efficiency for all similar products as designated by the U.S. Department of Energy’s Federal Energy Management Program.

Water Efficiency.

Eligible products must meet or exceed the Environmental Protection Agency’s WaterSense program, or be water-efficient or low-flow fixtures.

Low VOCs.

Products should contain low or no volatile organic compounds (VOCs). Please indicate any VOC content in each applicable product offered in your proposal.

Reduced Packaging.

Please include any efforts made to reduce the packaging of the products included in this proposal.

Pollution Prevention.

Please state your company’s policy on source reduction. The Pollution Prevention Act defines source reduction to mean any practice that: (1) Reduces the amount of any hazardous substance, pollutant or contaminant entering any waste stream or otherwise released into the environment (including fugitive emissions) prior to recycling, treatment or disposal, and (2) Reduces the hazards to public health and the environment associated with the release of such substances, pollutants or contaminants. The term includes: equipment or technology modifications, process or procedure modifications, reformulation or redesign of products, substitution of raw materials, and improvements in housekeeping, maintenance, training or inventory control.

Life Cycle Management.

Please state how many times your product may be reused. (Since reusable products generally require more upfront costs than disposable products, they are often subjected to a cost/benefit analysis in order to determine the life cycle cost).

End of Life Management.

Will the manufacturer or designee accept the product back at the end-of-life? (who pays for the transportation of the product may be situation-specific).

COMPANY’S BACKGROUND RESPONSE

RFP # 269-2026-2050

Companies shall complete and submit the form below as part of their response to this RFP. Additional pages may be attached as needed to present the information requested.

Company Information:

1. Company’s legal name.

2. Company Location (indicate corporate headquarters and location that will be providing the Services).

3. How many years has your company been in business? How long has your company been providing the Services as described in Section 3?

4. How many public sector (cities or counties) clients does your company have? How many are using the Services? Identify by name some of the clients similar to City (e.g., similar in size, complexity, location, type of organization).

5. List any projects or services terminated by a government entity. Please disclose the government entity that terminated and explain the reason for the termination.

6. List any litigation that your company has been involved with during the past two (2) years for Services similar to those in this RFP.

7. Provide an overview and history of your company.

8. If your company is a subsidiary, identify the number of employees in your company or division and the revenues of proposing company or division.

9. Identify the percentage of revenue used for research and/or development by the proposing company or division.

10. Identify any certifications held by your company if you are implementing or reselling another company's products or services. Include how long the partnership or certification has been effect.

11. Describe your company’s complete corporate structure, including any parent companies, subsidiaries, affiliates and other related entities.

12. Describe the ownership structure of your company, including any significant or controlling equity holders.

13. Provide a management organization chart of your company’s overall organization, including director and officer positions and names and the reporting structure.

14. If the Proposal will be from a team composed of more than one (1) company or if any subcontractor will provide more than fifteen percent (15%) of the Services, please describe the relationship, to include the form of partnership, each team member’s role, and the experience each company will bring to the relationship that qualifies it to fulfill its role. Provide descriptions and references for the projects on which team members have previously collaborated.

RFP #269-2026-2050 Required Forms

15. Explain how your organization ensures that personnel performing the Services are qualified and proficient.

16. Provide information regarding the level of staffing at your organization’s facilities that will be providing the Services, as well as the level of staffing at subcontractors’ facilities, if known or applicable.

17. If your company has been the subject of a dispute or strike by organized labor within the last five (5) years, please describe the circumstances and the resolution of the dispute.

18. Describe your security procedures to include physical plant, electronic data, hard copy information, and employee security. Explain your point of accountability for all components of the security process. Describe the results of any third party security audits in the last five (5) years.

Technical Expertise, Experience, and Approach Hybrid System Knowledge

1. Describe your experience diagnosing and repairing the following hybrid bus systems:

· Electric drive systems

· Battery packs

· Regenerative braking systems

2. Describe your approach to troubleshooting and resolving recurring hybrid system failures.

OEM Certification

1. Are your technicians certified in Allison H40/50 EP Hybrid Systems?

☐ Yes ☐ No

2. Are your technicians certified in Allison eGen Flex Hybrid Systems?

☐ Yes ☐ No

3. Provide copies of all applicable certifications and training records.

☐ Attached

4. Describe your technicians’ knowledge and experience with OEM warranty guidelines and standards.

Diagnostic Tools

1. Describe the diagnostic equipment and software your company utilizes for hybrid bus systems.

2. Identify whether your company has OEM-approved diagnostic tools.

☐ Yes ☐ No

3. Describe your capability to perform software updates, calibrations, and electronic diagnostics.

Service Quality

1. Provide your current first-time repair success rate (percentage of repairs completed without repeat issues).

2. Describe your quality assurance and quality control procedures.

3. Explain how repeat repairs or warranty claims are handled.

Compliance with Standards

1. Describe your safety policies and procedures related to hybrid bus maintenance and repair.

2. Describe your compliance with OSHA, EPA, and all applicable local, state, and federal regulations.

3. Have your facilities received any safety or environmental violations within the last five (5) years?

If yes, please explain.

Warranty Support

1. Describe the warranty coverage offered for parts and labor.

2. State the standard warranty duration for:

Labor: ____________________ Parts: ____________________

3. Describe the process for warranty claims and repairs.

Turnaround Time

1. State your standard response time after receipt of a service request.

2. Describe your dispatch and scheduling process.

3. Provide the average turnaround time for:

Minor repairs: ____________________ Major repairs: ____________________ Hybrid system diagnostics: ____________________

4. Do you provide emergency or after-hours support?

5. Provide your estimated emergency response time.

Cost Control Measures

1. Describe any preventive maintenance recommendations or cost-saving initiatives your company offers.

2. Explain how your company helps reduce vehicle downtime and long-term maintenance costs.

Customer Service

1. Describe how repair status updates will be communicated to the City.

2. Explain how your company helps reduce vehicle downtime and long-term maintenance costs.

3. Provide sample service reports and maintenance documentation.

☐ Attached Sustainability & Compliance

1. Describe your procedures for disposal and recycling of:

· Batteries

· Hazardous materials

· Fluids and electronic components

2. Describe how your company ensures compliance with all applicable transportation and environmental regulations.

Exceptions Form The undersigned Proposer agrees to provide all Products and Services requested in the RFP for the price(s) set forth in the Pricing Sheet, all in strict conformity with the terms, conditions and specifications set forth in the RFP and the Sample Contract (including any addenda or amendments), subject only to the exceptions stated in the chart below. Exceptions representing material changes to Proposal terms are grounds for rejection of the Proposal.

RFP/Contract Section Number RFP/Contract Section Title Exception and Proposed Change to RFP and/or Sample Contract

Date:

Company:

By:

Signature:

Print name and title of signatory

RFP 269-2026-2050

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