5-B. FY26-RFP-09 SWS Channel Cleaning RFP.pdf

REQUEST FOR PROPOSALS

STORM WATER CH AN NEL CLEA N IN G

S ERV ICES

RF P # F Y 26 - RF P- 09

CITY OF CH ARLOT TE

N ORTH CAROLIN A

S EPTEMBER 5 , 2025

REQUEST FOR PROPOSALS

RFP # FY26-RFP-09

STORM WATER CHANNEL CLEANING SERVICES

September 5, 2025

Interested Company:

Storm Water Services, a department of the City of Charlotte, North Carolina, is now accepting Proposals for Storm Water Channel Cleaning 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.

REMOTE MEETING: A Non-Mandatory Virtual Pre-Proposal Conference for the purpose of reviewing the RFP and answering questions regarding the Services will be held on September 18, 2025, at 10:30a.m. No onsite meeting will be held, and Companies should not come to the City expecting to attend in person. While attendance at the Pre-Proposal Conference is not mandatory, all interested Companies are encouraged to participate.

Click here to join –Join the meeting now

To join via phone only - 872-256-4172 Conference ID: 444 271 823#

Please have a copy of the RFP available for reviewing during the Pre-Proposal Conference. Proposal submissions are due no later than September 30, 2025, at 4: 00p.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/l/meetup-join/19%3ameeting_NjYyYWU3MTEtMWRhZC00NzY4LWFmZTktNTVjNmIxMTE5YjFj%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%22f312740d-c153-4339-9160-e26a104e0ecc%22%7d

Checklist for submitting a Proposal:

Step 1 Read the document fully.

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

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

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

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

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

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

Table of Contents

TABLE OF CONTENTS

1. INTRODUCTION

1.1. OBJECTIVE

1.2. DEFINITIONS

1.3. ACCURACY OF RFP AND RELATED DOCUMENTS

1.4. CITY’S RIGHTS AND OPTIONS

1.5. EXPENSE OF SUBMITTAL PREPARATION

1.6. PROPOSAL CONDITIONS

2. PROCUREMENT PROCESS

2.1. SCHEDULE AND PROCESS

2.2. 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 STORM WATER CHANNEL CLEANING SERVICES

3.1. OVERVIEW

3.2. PRE-CONSTRUCTION CONFERENCE

3.3. REQUIREMENTS OF COMPANY

3.4. PROJECT LOCATION

3.5. CLEANUP

3.6. EMERGENCY CONTACT

3.7. HAZARDOUS MATERIALS

3.8. MATERIALS AND EQUIPMENT STORAGE

3.9. PROJECT LOCATION INSPECTIONS

3.10. SAFETY

3.11. STAFFING REQUIREMENTS AND IDENTIFICATION AND COMPANY PERSONNEL

3.12. SUBCONTRACTS

3.13. SUPERVISION

3.14. WARRANTY OF MATERIALS AND WORKMANSHIP

3.15. WORKING HOURS

3.16. PROFESSIONAL REGISTRATIONS

3.17. EQUIPMENT

3.18. PROPERTY AND PLANT PROTECTION AND/OR REPLACEMENT

3.19. WATER QUALITY REGARDING LANDSCAPING/MOWING

3.20. CHANNEL CLEANING SERVICES – SPECIAL PROVISIONS

4. PROPOSAL CONTENT AND FORMAT

4.1. PROPOSAL CONTENT

5. PROPOSAL EVALUATION CRITERIA

Table of Contents

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.

Milestones: Not Applicable

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 Storm Water Channel Cleaning Services for the City.

Project Plan: Not Applicable

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 Storm Water Channel Cleaning Service 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, Company’s or licensors that:

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

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

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

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

1.3. Accuracy of RFP and Related Documents.

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

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

1.4. City’s Rights and Options.

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

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

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

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

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

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

1.4.6. To reject any or all Proposals;

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

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

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

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

1.4.11. To issue additional requests for information; and

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

1.5. Expense of Submittal Preparation.

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

1.6. Proposal Conditions.

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

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

1.6.2. Right to Terminate Discussions.

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

1.6.3. Trade Secrets and Personal Identification Information.

Definition.

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

Instructions for Marking and Identifying Trade Secrets.

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

Availability of Proposals to City Staff and Contractors.

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

Availability of Proposals via Public Records Requests.

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

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

• Entire Proposals may not be marked as Trade Secret

• Pricing may not be marked as Trade Secret

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

1.6.4. Statutory Requirements.

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

1.6.5. Reservation of Right to Change Schedule.

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

1.6.6. Reservation of Right to Amend RFP.

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

1.6.7. No Collusion or Conflict of Interest.

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

1.6.8. Proposal Terms Firm and Irreversible.

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

1.6.9. Charlotte Business INClusion Program.

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

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

1.6.10. Subcontracting.

The Company given contract award shall be the prime Company and shall be solely responsible for contractual performance. In the event of a subcontracting relationship, the Company shall remain the prime Company 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

September 5, 2025 Issuance of RFP. The City issues this RFP.

September 12, 2025 Intent to Bid. Company submits its intent to submit a Proposal via the Procurement Portal for this RFP by 4:00 p.m.

September 12, 2025 Submission of Written Questions Prior to Pre-Proposal Conference. Companies are permitted to submit questions for purposes of clarifying this RFP. All submissions must be pursuant to the instructions in Section 2.3 by 2:00 p.m.

September 18, 2025 Non-Mandatory Pre-Proposal Conference to be held via the link indicated in Section 2.4 at 10:30 a.m.

September 19, 2025 Submission of Questions After the Pre-Proposal Conference.

Questions are due by 4:00 p.m.

September 30, 2025 Proposal Submission. Proposals are due by 4:00 p.m. via the Procurement Portal.

October 2025

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

November 10, 2025 Contract Award by City Council. (anticipated)

January 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.

In order for questions to be addressed at the Pre-Proposal Conference, they must be submitted by 2:00p.m. on September 12, 2025.

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.

VIRTUAL MEETING: A Non-Mandatory Pre-Proposal Conference will be conducted on September 18, 2025, at 10:30a.m. Meeting information is provided below:

Click here to join – Join the meeting now

To join via phone only - 872-256-4172 Conference ID: 444 271 823#

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 September 30, 2025, on or before but no later than 4:00 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 https://teams.microsoft.com/l/meetup-join/19%3ameeting_NjYyYWU3MTEtMWRhZC00NzY4LWFmZTktNTVjNmIxMTE5YjFj%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%22f312740d-c153-4339-9160-e26a104e0ecc%22%7d 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 Work

3. SCOPE OF STORM WATER CHANNEL CLEANING SERVICES.

3.1. Overview.

This contract consists of channel maintenance to clear, remove and/or dispose of debris in existing storm water channels within the city limits of Charlotte. Work will involve mobilization, traffic control, debris and tree removal from channels, ditches, seed and mulching, and related activities.

Work may be located entirely within or a combination of street right-of-way, private, residential and commercial properties within the city limits of Charlotte.

3.2. Pre-Construction Conference.

A pre-construction conference will be scheduled as soon as practical after the award of the Contract(s).

The Company(s) shall attend the conference along with the prospective job superintendent(s), any anticipated major subcontractors and major material suppliers.

The Company(s) shall also provide at least two (2) local telephone numbers that may be used to contact the Company(s) or his authorized representative in the event of an emergency after normal business hours. Upon receipt of the required documentation, a Notice to Proceed will be issued by the Project Manager.

3.3. Requirements of Company.

The Company shall provide or adhere to the following in the execution of this work:

1. The Company is responsible for locating all utilities and resolving any conflicts prior to installing any materials or performing any work that may impact utilities. In the event the Company fails to locate utilities, and the utility service is damage, the Company will be held liable for damages to and the repair of the utility at no additional cost to the City of Charlotte.

2. The Company must provide necessary warning devices and personnel for safety instructions to pedestrian and vehicular traffic within the Project area. These must be in accordance with the current edition of the United States Department of Transportation, Federal Highway Administration’s Manual on Uniform Traffic Control Devices for Streets and Highways (MUTCD).

This manual is recognized by all entities as the standard. The current edition of Charlotte D.O.T.

WATCH handbook may still be used, but for reference purposes only. All those individuals involved in the performance of the contract shall wear OSHA approved safety vests.

3.4. Project Location.

Locations of any of the above-described work will vary depending on need and can be located anywhere within the City of Charlotte limits.

3.5. Cleanup.

The Company shall at all times keep the Project site free from accumulation of waste materials, debris or rubbish caused by the work. All debris shall be cleaned up each day before the work crew leaves the site unless given permission by the City to do otherwise. All lawn areas shall be raked, all streets and sidewalks swept, and all debris shall be removed from the site. Areas are to be left in a condition equal to that which existed prior to the commencement of Channel Cleaning Services -operations. Unless directed otherwise, it shall be the responsibility of the Company to remove and dispose of debris resulting from the Channel Cleaning Services - operations at no additional cost to the City of Charlotte.

3.6. Emergency Contact.

Company personnel shall be reachable by cell phone in urgent or emergency situations. The Company shall provide at least two (2) local telephone numbers that may be used to contact the Company or his authorized representative in the event of an urgent or emergent situation after normal business hours.

3.7. Hazardous Materials.

If the Company encounters any materials considered or suspected of being hazardous, contaminated or toxic the Company shall immediately secure the area, discontinue operations, and notify the City inspector. City Inspector shall coordinate with City environmental staff at 704-651-4366 for verification of the presence of hazardous, contaminated and toxic materials.

All activities shall be required to meet the NCDOT Standard Specifications for Roadways and Structures – Section 107-25.

3.8. Materials and Equipment Storage.

The Company shall be responsible for locating and providing storage areas for materials and equipment. The material and equipment storage shall comply with all local and state ordinances. The Company shall restore the storage area to its original condition upon completion of the Project or at such time as directed by the City. Such restoration shall be at no additional cost to the City.

The Company shall be responsible for the safeguarding of materials and equipment against fire, theft and vandalism and shall not hold the City responsible in any way for the occurrences of same. The Company shall furnish and erect, at no additional cost, whatever works may be necessary for the protection of the public, including but not limited to barricades, fences, etc.

3.9. Project Location Inspections.

Satisfactory work and housekeeping will be maintained by the Company at all times. The worksite conditions, progress of work, and quality of work at each Project location may be inspected by the City on a continual basis. During its inspection, the City may note whether each Project location is satisfactory or unsatisfactory. Any condition or situation deemed by the City to be unsatisfactory shall be remedied as soon as logistically possible, but not later than within 24 hours.

3.10. Safety.

Provide a safe work environment in accordance with all local, state, Federal, and applicable OSHA regulations. Employees must wear OSHA required safety equipment while working.

3.11. Staffing Requirements and Identification and Company Personnel.

The Company shall provide a sufficient work force and supervisory personnel with experience to perform the specified services and to meet the requirements of the City. The City has the right to require any additional personnel that the City deems necessary to complete the Project. The City also has the right to require removal and replacement of any personnel deemed unsatisfactory by the City.

Personnel shall maintain a neat and clean appearance, with identification clearly identifying the person and the name of their Company. Shirts must be worn at all times, with shirt tails tucked in.

Tank tops are not permitted.

All personnel must wear high visibility safety vests that meet ANSI standards while working in traffic areas.

Company personnel must be reachable by phone or email in all situations and must respond within 24 hours.

3.12. Subcontracts.

No portion of this contract shall be subcontracted without prior written consent of the City. The City shall retain the right of approval of all subcontractors. The Company shall submit, for approval by the City, organizational charts and qualifications of key personnel for any portions of the work that is to be subcontracted. No changes in subcontractors shall be made without prior written approval by the City.

The supervisory personnel listed in the subcontractor’s organizational chart/Key Personnel form shall be assigned to the Contract for the Contract Period. No changes shall be made without prior written approval by the City.

3.13. Supervision.

One competent individual, fluent in the English language and authorized to act in a supervisory capacity for the Company over the Services on the Project, shall be available at all times. The individual so authorized shall be the full-time employee of the Company, experienced in the type of work being performed, and fully capable of managing, directing, and coordinating the Services, reading and thoroughly understanding the contract, and receiving and carrying out directions from the City.

The competent individual shall be reachable via cell phone (Monday – Friday, 8:00 AM to 5:00 PM).

3.14. Warranty of Materials and Workmanship.

All materials and equipment provided shall be listed and labeled for the purpose intended and must be in good working order. All work provided shall have, as a minimum, a one (1) year warranty from the date of final acceptance against any latent defects, design, materials, workmanship and installation. All materials added to the Project shall be new and work must be performed by skilled technicians.

3.15. Working Hours.

Routine operations shall generally be performed between the hours of 8:00 AM to 5:00 PM, Monday through Friday, except for City observed holidays. Weekend work as requested by the Company and approved by the City in writing 24-hours in advance may be necessary at some Project locations.

Emergency or non-routine work shall be performed as necessary with written prior approval from the City.

It may be necessary to pre-schedule with the City and the property owner some types of work.

In emergencies and certain other conditions deemed necessary by the Engineer, the Company may be directed to work on weekends and holidays. There will be no separate measurement or payment for work done under these directives other than those established in the Contract.

3.16. Professional Registrations.

The Company and subcontractors shall comply with applicable laws regulating the practice of pesticide applications as required by the NCDA.

3.17. Equipment.

The Company shall have in their possession, or available to them, sufficient equipment, hand tools, materials, and supplies necessary to perform the work as outlined in this Scope of Work. The Company must demonstrate to the satisfaction of the City that the equipment to be used is in good working condition and suitable for performing the work required.

If equipment is cleaned on the Project site or within the public right-of-way, the Company shall:

• Clean all equipment and dispose of wash water/solvents as well as other cleaning and protective materials (e.g., rags, drop cloths, masking papers), strippers, etc., as directed by the Project Manager; and

• Whenever possible, clean up shall be conducted with water or water-based agents.

Arrangements may be made, in advance, with the Project Manager, for the use of City owned or leased waste containers for disposal of the above.

The City will conduct periodic inspections of maintenance equipment required to perform the Work.

3.18. Property and Plant Protection and/or Replacement.

The Company will be held responsible for all property and plant damage, including negligence in the course of performing the work. Any property or plants damaged during the course of the work shall be restored by the Company to a condition that is equivalent to the condition before the damage was done. This includes damage to City owned or private property. All repairs or replacements shall be approved by the City Project Manager or at the discretion of the City Project Manager approved by the private property owner.

All damages must be reported immediately to the City’s Project Manager and all damaged items must be replaced or returned to their original condition within fourteen (14) calendar days or less, except flower beds which must be repaired within seven (7) calendar days. The City will determine whether or not the Company is qualified to make the required replacements. If the Company is not qualified to make the repair or replacement, the City will make them at the Company’s expense. Only City approved plant materials, or parts are to be used when making repairs. The City’s Project Manager will determine the locations, quantities, varieties, and approved sources of plant material. No plant replacements are to take place without prior approval from the City’s Project Manager.

3.19. Water Quality Regarding Landscaping/Mowing.

The Company shall not allow large amounts of waste generated during landscaping or mowing activities to enter the municipal storm drain system (storm water pipes, catch basins, drainage ditches, and similar conveyances) where it may result in blockages or detrimental impacts to surface water quality. Reasonable efforts must be made to keep landscaping and mowing waste out of the storm drain system and may necessitate collection and removal of waste from worksite. In no case should a company purposely direct landscaping or mowing waste into the storm drain system as a means of disposal. Also, Company’s must follow proper pesticide and fertilities application methods as prescribed by industry standards and on product labels. If such products are spilled, the Company must respond promptly to collect and properly dispose of the spilled product and clean up the impacted area. Spills should also be reported by the Company to appropriate environmental regulatory agencies in accordance with the law. The Company must follow guidelines for handling yard waste described on the following website:

Yard Waste - City of Charlotte.

https://www.charlottenc.gov/Services/Trash-and-Recycling/Yard-Waste

3.20. Channel Cleaning Services – Special Provisions

There will be no payment for mobilization or daily operations.

SP-01, Traffic Control

1.0 DESCRIPTION

TRAFFIC CONTROL

The Company shall be thoroughly familiar with the current edition of the Work Area Traffic Control Handbook (WATCH). All traffic devices and procedures shall conform to the requirements of the WATCH, the current edition of the Federal Highway Administration (FHWA) Manual on Uniform Traffic Control Devices (MUTCD). The current edition of the North Carolina Department of Transportation (NCDOT) Supplement to the Manual on Uniform Traffic Devices, the NCDOT Roadway Standard Drawings and the current edition of the NCDOT Standard Specifications for Roads and Structures.

Under no circumstances shall the WATCH requirements be less restrictive than what is required by the MUTCD or NCDOT Supplement to the MUTCD. Any requirements prescribed by the MUTCD or amendments by the NCDOT Supplement to the MUTCD will supersede the requirements of the WATCH should a conflict arise.

The Company shall maintain the traffic control as described herein unless the Company submits an alternate traffic control plan to the Engineer, and it is approved by the Engineer. The Engineer may direct the Company to modify the traffic control if, in the Engineer’s opinion, traffic is not moving safely or efficiently.

The Company shall maintain all travel lanes in accordance with the Traffic Control Plan sheets and/or WATCH diagrams.

Construction or maintenance work that involves closure of a lane of traffic will not be allowed during the peak flow hours as described in Section “Peak Flow Hours” of the WATCH, unless otherwise specified.

The Company shall use the flagger control in accordance with the WATCH diagrams referenced in the Traffic Control Phasing and with Sections “Flagging Procedures”,” Duration of Work” and “Temporary Traffic Control Zone Devices” of the WATCH.

Company will be required to maintain ingress and egress to all businesses and dwellings in accordance with Section “Miscellaneous Consideration, INGRESS AN EGRESS”.

The Company shall not work on both sides of the road simultaneously with in the same area for the duration of the Project.

The Company shall mark all hazards within the Project limits with well-maintained signs, barricades,…