6-B. FY26-ITB-10 Mallard Creek WRRF NPW Filter System.pdf

MALLARD CREEK WRRF NPW FILTER SYSTEM

ITB# FY26-ITB-10 MAY 11, 2026 1

INVITATION TO BID

MALLARD CREEK WRRF NPW FILTER

SYSTEM

ITB # FY26-ITB-10

CITY OF CHARLOTTE

NORTH CAROLINA

MAY 11, 2026

ITB# FY26-ITB-10 MAY 11, 2026 2

CITY OF CHARLOTTE – CHARLOTTE WATER

5100 BROOKSHIRE BLVD., 2ND FLOOR

CHARLOTTE, NORTH CAROLINA 28216

Date: MAY 11, 2026 Bid Number: FY26-ITB-10

Subject: Invitation to Bid on the following apparatus, supplies, materials, equipment and/or services for:

MALLARD CREEK WRRF NPW FILTER SYSTEM

This letter extends an invitation for the submission of a Bid to supply Charlotte Water, a department of the City of Charlotte, with apparatus, supplies, materials, equipment and/or services as indicated above. The City of Charlotte uses a Bonfire e-Procurement Portal (“Procurement Portal” -https://charlottenc.bonfirehub.com) for accepting and evaluating bids digitally. Bids must be submitted electronically through the Procurement Portal on or before the Bid Due Date in order to be accepted. Bids will be opened (unsealed electronically) at the time and place indicated and, unless obviously non-responsive, read aloud publicly.

As a courtesy, the public may view the bid opening virtually. Refer to Section 1.8 for additional information.

All times stated herein shall refer to the Eastern Time Zone.

No Pre-Bid Meeting will be held for this procurement.

Any changes to the terms, conditions or specifications stated in this ITB will be documented in a written addendum and will be posted on the Procurement Portal. Each Bidder is required to acknowledge receipt of all addenda. Please note that we may not consider any Bid that fails to acknowledge receipt of each issued addendum.

A response from your Company to this ITB would be appreciated. Questions should be submitted in writing through the Vendor Discussions section on the Procurement Portal.

Sincerely, Wendy Raiford Procurement Officer https://charlottenc.bonfirehub.com/

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Checklist for Submitting a Bid:

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 Bid.

Step 3 Submit any questions via the Vendors Discussion Section in 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) or alternatively, submit an “Exceptions Form.” A template of the “Exceptions Form” is found under the Public Files in the Procurement Portal.

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

If you plan to submit a Bid, you must submit all required documents and respond to all questions within the Procurement Portal for the ITB

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.

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TABLE OF CONTENTS

INSTRUCTIONS TO BIDDERS

1.1. REVIEW AND COMPLY:

1.2. DEFINITIONS:

1.3. CONTRACT DOCUMENTS:

1.4. EXCEPTIONS:

1.5. MULTIPLE/ALTERNATE BIDS:

1.6. HOW TO PREPARE BID RESPONSES:

1.7. HOW TO SUBMIT BID RESPONSES:

1.8. BID OPENING PROCEDURES:

1.9. TRADE SECRETS AND PERSONAL IDENTIFICATION INFORMATION:

1.10. QUESTIONS AND PRE-BID CONFERENCE:

1.11. HOW TO SUBMIT AN OBJECTION RELATING TO THIS INVITATION TO BID:

1.12. BINDING OFFER:

1.13. ERRORS IN BIDS:

1.14. CITY’S RIGHTS AND OPTIONS:

1.15. BIDS ON ALL OR PART:

1.16. INVITATION TO BID NOT AN OFFER:

1.17. CHARLOTTE BUSINESS INCLUSION PROGRAM:

1.18. EQUAL OPPORTUNITY:

1.19. NO COLLUSION OR CONFLICT OF INTEREST:

1.20. ANTI-LOBBYING PROVISION:

1.21. CERTIFIED TEST REPORT:

1.22. BRAND NAME:

1.23. TO SUBMIT A PROPOSED ALTERNATE PRODUCT IN LIEU OF A SPECIFIED BRAND:

1.24. INITIAL EVALUATION OF SAMPLES:

1.25. STATUTORY REQUIREMENTS:

1.26. GUARANTOR:

1.27. AWARD CRITERIA:

1.28. ENVIRONMENTAL PREFERABLE PURCHASING:

1.29. CONTRACT AWARD BY CHARLOTTE CITY MANAGER:

1.30. PROCUREMENT SCHEDULE:

1.31. POST AWARD CONFERENCE:

TERMS AND CONDITIONS

2.1. CONTRACT TYPES:

2.2. TERMS OF CONTRACT:

2.3. NOTICE TO PROCEED:

2.4. DELIVERY TIME:

2.5. PRICES ARE FIRM:

2.6. PROMPT PAYMENT DISCOUNTS:

2.7. QUALITY:

2.8. INSPECTION AT BIDDER’S SITE:

2.9. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION:

2.10. INSURANCE:

2.11. SPILL PREVENTION, RESPONSE, AND REPORTING AT TREATMENT FACILITIES:

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SPECIFICATIONS

3.1. BACKGROUND:

3.2. SCOPE:

3.3. MANUFACTURER/MODEL:

3.4. PRODUCT SPECIFICATIONS:

3.5. PRODUCT STANDARDS:

3.6. ALTERNATE PRODUCTS:

3.7. WARRANTY:

3.8. INSTALLATION:

3.9. PRICING:

3.10. MILESTONE PAYMENT:

3.11. DELIVERY AND STORAGE:

3.12. DELIVERY PERSONNEL:

3.13. INVOICES:

3.14. AWARD OF CONTRACT:

3.15. CITY CONTRACTING REQUIREMENTS:

3.16. ITEMS UNDER CONTRACT:

3.17. CUSTOMER SERVICE REPRESENTATIVE:

3.18. NO LIMITATIONS ON DISCLOSURE

3.19. TRAINING:

Attachments:

Exhibit A - (FY26-ITB-10) Price Schedule Exhibit B - Filter System - Technical Specifications

Section One Instructions to Bidders

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INSTRUCTIONS TO BIDDERS

1.1. Review and Comply:

Each reference to this Invitation to Bid (“ITB”) includes all components listed in the Table of Contents above. Please review each of them carefully. Bidders will be held accountable for having full knowledge of the contents of this ITB and for performing any due diligence that may be necessary to submit a binding Bid.

1.2. Definitions:

Addendum: Refers to any and all modifications or additions to this Invitation to Bid that are issued in writing by Charlotte Water Procurement.

Bid: Refers to a bid submitted by a company in response to this Invitation to Bid. A Bid shall be submitted on the Procurement Portal.

Bid Response Forms: Refers to the forms that a Bidder is required to complete and return as its Bid, as included in the Public Files on the Procurement Portal.

Bidder: Refers to a person or entity that submits a Bid.

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

Charlotte Combined Statistical Area (CSA): 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 criteria used by Charlotte Business INClusion to determine eligibility to participate in the program.

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

Company: During the solicitation process, refers to a company that has interest in providing the Products and Services. After the solicitation process, refers to a company that enters into a Contract with the City for all or part of the Products and Services covered by this ITB.

Contract: A contract under which a Bidder agrees to provide all or part of the Products and Services to the City. A Contract shall include the Terms and Conditions set forth in the Sample Contract provide in the Public Files on the Procurement Portal.

Control Systems Integrator: The City’s chosen provider for control systems integration and SCADA development as specified herein. The City has named CITI, Inc. 4030 Yancey Rd., Charlotte, NC 28217 as the Control Systems Integrator.

Environmentally Preferable Products: 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.

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Filter System: A filtration system complete with filter bodies, filter media, piping, valves, actuators, instruments, controls, the Filter System Control Panel and any other equipment or controls required for the complete, functional system.

Filter System Control Panel: A common control panel for all filters and components of the Filter

System.

Filter System PLC: The PLC in the Filter System Control Panel.

Installation Contractor: A licensed general contractor in the State of North Carolina to be later awarded a construction contract for installation of the Filter System. The Installation Contractor will be determined by the City and will be responsible for taking delivery of all shipments pertaining to the Filter System at the Project Site.

Minority 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 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 a significant business presence in the Charlotte Combined Statistical Area.

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

MWSBE Goal: If an ITB 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 ITB. In some instances, the City may set one combined goal for MBEs, WBEs, and/or SBEs, in which event the term MWSBE Goal refers to that one, 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 Bid amount, including any contingency.

NPW: Non-Potable Water.

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.

Procurement: Refers to Charlotte Water Procurement.

Products: Refers to all products that the Bidder agrees to provide to the City as part of its Bid.

Recyclability: 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

MALLARD CREEK WRRF NPW FILTER SYSTEM

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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.

SCADA: Supervisory Control and Data Acquisition. For purposes of the ITB, SCADA refers to the City’s existing plant control system at Mallard Creek WRRF which runs Ignition by Inductive Automation.

Services: Refers to all services that the Bidder agrees to provide to the City as part of its Bid, including but not limited to training, warranty, and maintenance.

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: Refers to the written description of the functions or features of the Products and Services for which the City seeks bids, as shown in Section 3.

Terms and Conditions: Refers to the City’s standard contractual terms and conditions as set forth in the Sample Contract.

Women 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 a significant business presence in the Charlotte Combined Statistical Area.

1.3. Contract Documents:

Each Bid constitutes an offer to become legally bound to a Contract with the City incorporating the ITB and the Bidder’s Bid. Upon Contract award by City Council or City Manager (as applicable), the City will send the successful Bidder the Contract, which shall consist of the Terms and Conditions contained in the Sample Contract, together with all attachments referenced therein.

1.4. Exceptions:

Each Bid submitted in response to this ITB constitutes a binding offer to comply with all terms, conditions, special conditions, specifications, and requirements stated in this ITB (including but not limited to the Terms and Conditions), except to the extent that a Bidder takes exception to such provisions in the manner required by this Section. To take exception to a provision of this ITB or Sample Contract, the Bidder must either upload a redlined version or an “Exceptions Form” via the Procurement Portal identifying each exception. Exceptions should clearly identify the following items: (1) indicate the number and title of each section of this ITB that the Bidder takes exception to; (2) identify the specific sentence within such section that the Bidder takes exception to; and (3) include any alternate provision proposed by the Bidder.

If exceptions are not identified by way of an uploaded redline version or by way of an Exceptions Form, then they may not be considered during Contract negotiations. Bidders are also reminded that a material variance from the terms of this ITB may result in the Bid being rejected by the City.

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1.5. Multiple/Alternate Bids:

No Bidder shall submit more than one (1) Bid unless multiple or alternate Bids are requested in the Special Conditions. Unless specifically stated in the Special Conditions, any multiple or alternate Bids must be brought to the City's attention either during the Pre-Bid Conference or submitted in writing at least five (5) days prior to the opening of the Bid.

1.6. How to Prepare Bid Responses:

All bids shall be prepared as follows:

• Refer to the Bonfire Procurement Portal Instructions document in the Procurement Portal for submission instructions.

• Complete the Bid Response Forms provided in the Procurement Portal under the “Requested Information.” Bid responses must be submitted only on these forms.

• Bid responses must be typewritten or completed in ink, signed by the Bidder or the bidding firm's authorized representative. All erasures or corrections must be initialed and dated by the person who signs the Bid Response Form on behalf of the Bidder.

• Bids must be accompanied by accurate descriptions of the exact materials, supplies, vehicles, and/or equipment offered for purchase. The Specifications may require that copies of detailed factory specifications, ratings, technical data, etc. be submitted along with the Bidder's response package.

1.7. How to Submit Bid Responses:

All Bidders shall:

• Submit their electronic Bid via the Procurement Portal at https://charlottenc.bonfirehub.com no later than May 27, 2026 at 3:00 p.m. The original Bid shall be complete and shall not refer to any other copy of the Bid for any references, clarifications, or additional information. When received, all Bids and supporting materials, as well as correspondence relating to this ITB, shall become the property of the City.

Bids not received by the time and date specified in this section will not be considered, unless the delay is a result of the negligence of the City, its agents, or assigns.

The City reserves the right to change the Bid opening date, or any other dates relevant to this procurement process, at any time in its sole discretion.

1.8. Bid Opening Procedures:

1.8.1 Bids will be opened publicly via the Procurement Portal at the time and place indicated in

Section 1.30 and, unless obviously non-responsive, read aloud publicly.

1.8.2 As a courtesy, the public may also view the bid opening virtually by calling 1-872-256- 4172 (access code: 160 840 517#) or by visiting https://teams.microsoft.com/meet/274654800937991?p=3 OM4IlQB6RzKK7Vh4J

Meeting ID: 274 654 800 937 991 Passcode: cz9yz9Ti

1.8.3 Charlotte Water is not responsible for technical difficulties experienced by those attending virtually and will proceed with opening bids in accordance with Section 1.8.1.

https://charlottenc.bonfirehub.com/ https://teams.microsoft.com/meet/274654800937991?p=3OM4IlQB6RzKK7Vh4J https://teams.microsoft.com/meet/274654800937991?p=3OM4IlQB6RzKK7Vh4J

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1.9. Trade Secrets and Personal Identification Information:

Definition Upon receipt by Procurement, all materials submitted by a Bidder (including the Bid) 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) “personal identification 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 Bid contains Trade Secrets or PII, such Trade Secrets and PII must specifically and clearly be identified in accordance with this Section by clearly separating them from the rest of the Bid 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 Bids to City Staff and Contractors By submitting a Bid, each Bidder 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 assist in the selection process or who are hired or appointed by the City to assist in the selection process.

Availability of Bids via Public Records Requests Any person or entity (including competitors) may request Bids submitted in response to an ITB.

Only those portions of ITBs properly designated as Trade Secret or PII are not subject to disclosure.

The public disclosure of the contents of a Bid or other materials submitted by a Bidder 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 Bids may not be marked as Trade Secret; and

• Pricing may not be marked as Trade Secret.

The City may disqualify any Bidder that designates its entire Bid as a Trade Secret or PII, or any portion thereof that clearly does not qualify under applicable law as a Trade Secret or PII. Each Bidder 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 Bidder has designated as a Trade Secret or PII. This includes an obligation on the part of the Bidder to defend any litigation brought by a party that has requested Bids or other information that the Bidder has marked Trade Secret or PII.

1.10. Questions and Pre-Bid Conference:

To ask questions about this ITB: submit a question in writing under the Vendor Discussion section on the Procurement Portal. In addition to these permitted questions, Bidders should refrain from contacting City staff prior to the Bid opening date. The City is not bound by any statements, representations or clarifications regarding this ITB other than those provided in writing by the Procurement Officer.

Questions should reference the ITB page and topic number. Questions must be submitted by 4:00 p.m. on May 21, 2026.

The City will post answers to questions posed by prospective Bidders and/or general information concerning this ITB in the form of an addendum to the ITB on the Procurement Portal. It is the responsibility of the prospective Bidder to check the Procurement Portal for any addenda issued for this ITB.

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A Pre-bid Conference will not be held for this solicitation.

1.11. How to Submit an Objection Relating to This Invitation to Bid:

When a Pre-Bid Conference is scheduled, Bidders should either present their objection at that time (either verbally or in writing) or submit a written objection through the Procurement Portal prior to the scheduled Pre-Bid Conference.

When a Pre-Bid Conference is not scheduled, Bidders must submit objections through the Procurement Portal in writing at least ten (10) days prior to the opening of the Bid.

Except for objections raised at the Pre-Bid Conference, all objections must be in writing directed to the Procurement Officer designated in the preceding section.

Failure to object in the manner specified above shall constitute a waiver of any objections the Bidder may have to the terms of this ITB, or anything that occurred in the Bid process through the end of the Pre-Bid Conference.

1.12. Binding Offer:

Each Bid shall constitute a firm offer that is binding for one hundred eighty (180) calendar days from the date of the Bid opening.

1.13. Errors in Bids:

Withdrawal of inadvertently erroneous Bids may be permitted where appropriate, if the request is submitted to the City within seventy-two (72) hours after Bid opening, not including Saturdays, Sundays, and other days the City of Charlotte is not open to the public for business. A request for withdrawal must be made in writing to the Procurement Officer using their email address provided in the Procurement Portal. Consideration of a request to withdraw a bid will be made in accordance with N.C. Gen. Stat. § 143-129.1.

In case of Bidder errors calculating “extended” prices stated in a Bid, the unit prices shall govern.

1.14. City’s Rights and Options:

The City reserves the following rights, which may be exercised at the sole discretion of the City of Charlotte:

• to supplement, amend, substitute or otherwise modify this ITB at any time;

• to cancel this ITB with or without the substitution of another ITB;

• to take any action affecting this ITB, this ITB process or the Products or Services subject to this ITB that would be in the best interests of the City;

• to issue additional requests for information;

• to require one or more Bidders to supplement, clarify or provide additional information in order for the City to evaluate the Bids submitted;

• to conduct investigations with respect to the qualifications and experience of each Bidder;

• to change the Bid opening date or any other dates relevant to this ITB;

• to waive any defect or irregularity in any Bid received;

• to reject any or all Bids;

• to award all, none, or any part of the items that is in the best interest of the City, with one or more of the Bidders responding, which may be done with or without re-solicitation; and

• to enter into any agreement deemed by the City to be in the best interest of the City, with one or more of the Bidders responding.

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1.15. Bids on All or Part:

Unless otherwise specified by the City or by the Bidder, the City reserves the right to make award on all or part of the items to be purchased. Bidders may restrict their bids to consideration in the aggregate by so stating in the Bid. However, Bids restricted to consideration in the aggregate must also include a unit price on each item Bid.

1.16. Invitation to Bid Not an Offer:

This ITB does not constitute an offer by the City. No recommendations or conclusions from this ITB process 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.

1.17. 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, Women, and Small Business Enterprises (MWSBEs) with a significant business presence in the Charlotte Combined Statistical Area (CSA).

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 Goal, MWSBEs must meet both the certification and geographic requirements as detailed throughout this solicitation and in the CBI Policy.

1.18. 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 products and services needed by City programs. The City provides equal opportunity for all businesses and does not discriminate against any Bidders regardless of race, color, religion, age, sex, and national origin or disability.

1.19. No Collusion or Conflict of Interest:

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

Bidder shall also be deemed to have represented and warranted that none of Bidder’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 Bidder.

1.20. Anti-lobbying Provision:

Maintaining the integrity of its ITB process is of paramount importance for the City. To this end, we ask each Bidder’s cooperation in voluntarily refraining from contacting any members of the Charlotte City Council until the award of this Contract.

1.21. Certified Test Report:

If the Specifications or Special Conditions require a certified test report, Bidders shall provide such report at their expense, prior to or with their sealed Bids. The certified test report shall be from a recognized independent testing laboratory or manufacturer’s quality control laboratory and shall show all test results and full compliance with the applicable Specifications.

1.22. Brand Name:

If and whenever brand names, makes, names of manufacturers, trade names, Bidder catalogs or model numbers are stated in this ITB, they are for the purpose of establishing a grade or quality of material. The City will evaluate any approved alternates to specified brand names as provided in http://www.charlottebusinessinclusion.com/

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Section 1.22-1.23 of this ITB, except for items identified in Section 3 as Products for which no substitute is acceptable.

1.23. To Submit a Proposed Alternate Product In Lieu of a Specified Brand:

A Bidder that desires to submit a proposed alternate Product in lieu of a brand specified in Section 3 of this ITB (referred to as an “Alternate”) must notify the City via the Vendor Discussion section on the Procurement Portal no later than 12:00 p.m. on May 15, 2026, that it intends to submit one or more Alternates for evaluation and/or testing. A Bidder may submit more than one Alternate for an individual item included in the Specifications if the Bidder so elects. The Bidder’s notice to the City must identify each Alternate that the Bidder intends to submit by manufacturer, style number (if available) and general description of the product.

Following receipt of this notice, the City will notify the Bidder in writing of the type of product information and supporting technical data to be submitted for each Alternate proposed. The Bidder must submit the required technical information of each proposed Alternate for evaluation to Wendy Raiford, Procurement Officer (wendy.raiford@charlottenc.gov ) 5100 Brookshire Blvd., Charlotte, NC 28216 no later than 4:00 p.m. on May 18, 2026. The product information and technical data must be in the format and completeness specified by the City, and must be accompanied by:

• A written statement identifying the manufacturer, brand name, make and, if applicable, style number;

• Any descriptive literature such as illustrations, drawings or data that are necessary for the City to make a comparison with the brand specified for that item in Section 3; and

• Certified test reports (if applicable) by an independent laboratory attesting that the proposed Alternate is equal to or better than the specified brand with respect to the applicable specifications for which certified test reports are required.

• A list of qualifications and all municipal installations in the past five (5) years.

• Manufacturing location, years in service, and all required product and equipment certifications required by this project.

All documents submitted will become the property of the City upon receipt by the City. In submitting product/equipment information, each Bidder agrees that the submittal does not contain Trade Secret material, and that it may be disclosed by the City to any person or entity in the City’s sole discretion. All submittals will be made available for inspection by all Bidders.

Equipment must be an exact and true representation of the actual Products that will be offered in response to the ITB.

Failure to comply with each of the above requirements with respect to a proposed Alternate shall result in the City rejecting the Alternate as an acceptable “or equal” for a specified brand.

The City cannot be responsible for testing and/or accepting every new or evolving product proposed and reserves the right to reject proposed products that do not meet the City’s current business model.

1.24. Initial Evaluation of Samples:

Upon receipt of the equipment submittal, a committee of City employees (the “Evaluation Committee”) will conduct an initial evaluation to determine whether the equipment appear to be “or equal” Alternates for the brand names listed in Section 3 of this ITB. In making this determination, the Evaluation Committee will review the received equipment submittal for compliance with the Specifications and overall design intent of the project.

mailto:wendy.raiford@charlottenc.gov

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During the initial evaluation phase, the City reserves the right to contact Bidders as the City deems necessary with questions or concerns regarding the equipment submitted or with requests for additional documentation, technical data or information. Bidders must promptly comply with all such requests. It is the Bidder’s responsibility to prove to the City that each proposed equipment and ancillary component is equal to or better than the grade or quality of the brand name specified in the ITB.

The City will evaluate the merits of the grade or quality of the equipment based on the information furnished by the Bidder. The City is not responsible for locating or obtaining any information not identified in the request for approval. The City shall be the sole judge in determining the product acceptability of all “or equal” products.

The City shall notify the Bidder of the decision in writing and post any approved “or equal” products in the form of an addendum to the ITB on the Procurement Portal.

1.25. Statutory Requirements:

Any Bid submitted in response to this ITB shall be deemed to include full conformance with all statutory requirements of North Carolina and all statutory requirements of the Federal Government, to the extent applicable. It is the responsibility of each Bidder to conduct its own due diligence as to what statutory requirements may apply.

1.26. Guarantor:

If the Bidder is a subsidiary of another entity, the City requires that the Bidder’s parent entity provide a guarantee of payment of all of the Bidder’s obligations under the Contract. The City may also require that the Bidder obtain a guaranty from an entity other than the parent if the City concludes that such guaranty would be beneficial to protect the City’s interest. If the Bidder is not a subsidiary, the City may require that the Bidder obtain a guaranty of payment from another entity if the City concludes that such guaranty would be beneficial to protect the City’s interest. If a guarantor is required, the Bidder must: (1) identify a guarantor that is acceptable to the City, (2) provide the City with the same financial information about the guarantor that the Bidder is required to provide about itself under this ITB; and (3) provide the City with a signed, legally binding guaranty agreement from the approved guarantor that is acceptable to the City in the City’s sole discretion. Failure to comply with the foregoing shall be grounds for rejection of the Bidder’s Bid.

1.27. Award Criteria:

The City reserves the right to award a Contract to the lowest responsive responsible Bidder taking into consideration vendor qualifications and experience, quality, delivery, workmanship, services, facility requirements, inventory control, and reporting capabilities. The City reserves the right to reject any Bid on the basis of function, compatibility with user requirements of utility, as well as cost.

1.28. Environmental 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 Renewable resources

Recyclability Reduced Packaging

Biodegradability Reduced toxicity

Compostability Low Volatile Organic Compounds (LVOCs)

Energy and Water Efficiency Pollution Prevention

Life Cycle Management End of Life Management

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Bidders able to supply Products or Services containing any of the applicable environmentally preferable attributes that meet performance requirements are encouraged to offer them in their Bids.

Bidders 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.

1.29. Contract Award by Charlotte City Manager:

The Contract to be awarded under this ITB must be approved by the Charlotte City Manager. If such approval is granted, Procurement will provide the Contract to the Bidder for the Bidder to sign and return. In the event such approval is not received within one hundred twenty (120) calendar days after opening of the Bids, the Bidder may request that it be released from the Bid.

1.30. Procurement Schedule:

The following chart shows the schedule of events for the conduct of this ITB. 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

May 11, 2026 Issuance of ITB. The City issues this ITB.

May 15, 2026 Notice of Alternatives. Prospective Bidders shall submit notice of alternatives in lieu of specified brand no later than 12:00 p.m. per Section 1.23.

May 18, 2026 Submission of Equipment Data. All prospective Bidders are required to submit equipment data as outlined in Section 1.23. All data must be received by 4:00 p.m.

May 20, 2026 Notice of Approved Alternative. City will issue notice to all prospective Bidders of alternative equipment approved.

May 21, 2026 Submission of Written Questions. Prospective Bidders are permitted to submit written questions, for purposes of clarifying this ITB. All submissions must be pursuant to the instructions in Section 1.10 by 4:00 p.m.

May 27, 2026 Bid Submission and Bid Opening. Bids are due by 3:00 p.m. Please arrange for electronic bid delivery per instructions in Section 1.7.

All Bids will be opened and publicly read aloud at 5100 Brookshire Blvd., Charlotte, NC 28216 in the 1st Floor Conference Room.

May 2026 Bid Evaluation.

June 2026 Contract Award by City Manager.

June 2026 Anticipated Contract Effective Date. Company begins providing the Products and/Services.

1.31. Post Award Conference:

A Post-Award Conference may be scheduled as soon as practical after the award of the Contract.

The Company shall attend the conference along with the Company’s prospective Project Manager and any anticipated major subcontractors, and shall provide at such conference a written schedule for the delivery of any Products or Services for which no delivery dates have been specified in this

ITB.

Section Two Terms and Conditions

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TERMS AND CONDITIONS

Each Bid submitted in response to this ITB constitutes an offer to become legally bound to a Contract incorporating terms and conditions set forth in this Section 2 as well as the Terms and Conditions in the Sample Contract. For purposes of this Section, a Bidder that enters into a Contract with the City may be referred to as the “successful Bidder” or the “Company.”

2.

2.1. Contract Types:

The Contract resulting from this Invitation to Bid will be of the type indicated below:

Definite Quantity: The Contract will be a fixed-price contract that provides for delivery of a specified quantity of Products and Services either at specified times or when ordered.

2.2. Terms of Contract:

One Time Purchase: Contract awarded is for a specific quantity purchased at one time.

2.3. Notice to Proceed:

The successful Bidder shall not commence work or make shipment under this ITB until duly notified by receipt of an executed Contract from the City and/or through a Purchase Order (PO). If the successful Bidder commences work or makes shipment prior to that time, such action is taken at the Bidder's risk, without any obligation of reimbursement by the City.

2.4. Delivery Time:

When delivery time is requested in this ITB (whether in the form of a specific delivery date or maximum number of days for delivery), time is of the essence. Each Bid shall be deemed a binding commitment of the Bidder to meet the delivery time stated herein unless the Bid specifically takes exception. If such delivery time is not met, the City shall be entitled to terminate the Contract immediately for default and/or exercise any other remedies available by law or in equity. Unless otherwise specified, delivery shall be FOB Destination Freight Prepaid.

2.5. Prices Are Firm:

Each Bidder warrants the Bid price(s), terms and conditions quoted in its Bid shall be firm for acceptance by the City for a period of one hundred twenty (120) calendar days from the date of the Bid opening. Once award is made and a Contract is in place, prices shall remain firm and fixed for the entire Contract period, unless otherwise allowed in accordance with the Price Schedule of the Sample Contract.

2.6. Prompt Payment Discounts:

Bidders are urged to compute all discounts into the price offered. If a prompt payment discount is offered, it will not be considered in the award of the Contract except as a factor to aid in resolving cases of identical prices.

2.7. Quality:

Unless this ITB specifically states otherwise for a particular item, all components used to manufacture or construct any supplies, materials or equipment or Products provided under this Invitation to Bid shall be: (a) new; (b) the latest model; (c) of the best quality and highest grade workmanship; and (d) in compliance with all applicable federal, state and local laws, regulations and requirements. By “new”, the City means that the item has been recently produced and has not been previously sold or used.

Whenever this Invitation to Bid or any other part of the Contract states that a Product or Service shall be in accordance with laws, ordinances, building codes, underwriter’s codes, applicable A.S.T.M. regulations or similar expressions, the requirements of such laws, ordinances, etc., shall be construed to be minimum requirements that are in addition to any other requirements that may be stated in this Invitation to Bid or the Contract.

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2.8. Inspection at Bidder’s Site:

The City reserves the right to inspect the equipment, plant, store or other facilities of a Bidder prior to Contract award, and during the Contract term from time to time as the City deems necessary to confirm that such equipment, plant, store or other facilities conform with the Specifications and are adequate and suitable for proper and effective performance of the Contract. Such inspections shall be conducted during normal business hours and upon at least three (3) days’ notice to the Bidder (except that a store may be inspected at any time during regular store hours without notice).

2.9. Certification of Independent Price Determination:

By submission of a Bid, the Bidder certifies, and in the case of a joint Bid each party thereto certifies as to its own organization, that in connection with this procurement:

The prices in the Bid have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other Bidder or with any competitor;

Unless otherwise required by law, the Bidder has not knowingly disclosed the prices that have been quoted in this bid directly or indirectly to any other Bidder or to any competition prior to the opening of the bid; and

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

2.10. Insurance:

All Bidders must indicate compliance with the Insurance requirements stated in the Sample Contract.

2.11. Spill Prevention, Response, and Reporting at Treatment Facilities:

2.11.1 International Standards Organization (ISO) 14001:2015 Environmental Management

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

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

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

2.11.2.1.1 Give the City notice that delivery is going to be made.

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

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

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

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

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

2.11.2.1.7 Use physical barriers systems such as wheel chocks shall be used to reduce the potential for unintentional disconnections.

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

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

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

2.11.2.1.11 Companies shall not conduct filling operations during precipitation events.

2.11.2.2 Stormwater Pollution Prevention:

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

2.11.2.2.13 Painting: Company shall not discharge into the stormwater system any wastes resulting from the cleaning of painting equipment or the removal of paint from structures. If solvents or other potentially hazardous products are used to clean

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painting equipment, the resulting wastewater may be hazardous and must be properly disposed of or recycled.

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

2.11.2.2.15 Waste Management: Companies shall use waste

bins/dumpsters that are leak proof (no holes or damage). All bins/dumpsters shall be covered and have drain plugs.

2.11.2.2.16 Chemicals and Fuels: Companies shall provide containment and any other spill prevention necessary for all chemicals and fuels stored or used on-site.

2.11.2.2.17 Seeding: Companies must follow proper pesticide and fertilizer application methods as prescribed by industry standards and on product labels during seeding. If such products are spilled, the Company must respond promptly to collect and properly dispose of the spilled product and clean up the impacted area.

2.11.2.2.18 Erosion: All land disturbing activities, including those that disturb less than an acre, shall provide adequate erosion control measures, structures, or devices in accordance with local, state and federal regulations. Company shall refer to other specification sections for requirements related to Sedimentation Control Plans and National Pollutant Discharge Elimination System (NPDES) Stormwater General Permit NCG10000 for Construction Activities coverage.

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

Section Three Specifications

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SPECIFICATIONS

3.

3.1. Background:

Charlotte Water’s owns and operates a non-potable water system (NPW) permitted by the State of North Carolina. The Mallard Creek Water Resource Recovery Facility (WRRF) is the NPW source for several customers. This project includes designing, manufacturing and installing new pressurized strainer-type filters to filter the NPW. The City’s existing NPW pumps will pump through the new filters and into the distribution. The filters will be installed by the City’s Installation Contractor. The Installation Contractor is responsible for a concrete foundation and temporary filter enclosure to support the Filter System and protect the Filter System in operation.

3.2. Scope:

The scope of this Invitation to Bid (ITB) is to establish a contract for the purchase, delivery and other inherently related activities of the Products and Services and in compliance with the specifications and terms and conditions set forth in this ITB.

All Products and component parts…