REQUEST FOR PROPOSALS

WORK FORC E MAN AGEMENT R EPLAC EMEN T

CONSULTAN T

RFP #F Y26-R FP-17

CITY O F CHA RLOT T E

NORTH CAROLINA

FEBR UARY 3 , 2026

REQUEST FOR PROPOSALS

RFP #FY26-RFP-17

Utility Management System Consultant

February 3, 2025

Interested Company:

Charlotte Water, a department of the City of Charlotte, North Carolina, is now accepting Proposals for Workforce Management Replacement Consultant. The requirements for submitting a Proposal are stated in the attached Request for Proposals (the “RFP”). Please review them carefully.

Charlotte Water is using the Bonfire City of Charlotte e-Procurement Portal (“Procurement Portal” -https://charlottenc.bonfirehub.com) to accept and evaluate proposals for this RFP. Proposals must be submitted electronically through the Procurement Portal on or before the Due Date in order to be accepted.

Each Company is solely responsible for the timely delivery of their Proposal. Companies accept all risks of late delivery regardless of fault. In addition, Companies accept all risks if file is corrupted, incorrect, incomplete, or not attached. Any Proposal received after the date and time specified, regardless of the mode of delivery, shall not be considered.

A Non-Mandatory Virtual Pre-Proposal Conference for the purpose of reviewing the RFP and answering questions regarding the Services will be held on Tuesday, February 10, 2026, at 11:30 a.m. As a precautionary measure due to COVID-19 and understanding that some businesses have chosen to suspend employee travel, a video conferencing line has been set up for Companies to attend the Pre-Proposal Conference. 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 – Microsoft Teams Video Conference https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzEyM2FhMGMtODQwNC00YWU3LTgwNjAtNWNjZDAwZTkxZWJk%40thread.v2/0?context= %7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%2226781ee6-63f0- 45ff-8f27-a98dfc19e431%22%7d

Meeting ID: 235 076 912 615 50; Passcode: 8cG3Cv9X

To join via phone only - 872-256-4172 Conference ID: 927 973 8#

Please have a copy of the RFP available for reviewing during the Pre-Proposal Conference. Proposal submissions are due no later than Tuesday, March 3, 2026, at 2:00 p.m.

All times stated in this RFP shall be of the eastern time zone (ET).

The City is an equal opportunity purchaser.

Sincerely, Elizabeth (Leigh) Murray Procurement Officer https://charlottenc.bonfirehub.com/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzEyM2FhMGMtODQwNC00YWU3LTgwNjAtNWNjZDAwZTkxZWJk%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%2226781ee6-63f0-45ff-8f27-a98dfc19e431%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzEyM2FhMGMtODQwNC00YWU3LTgwNjAtNWNjZDAwZTkxZWJk%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%2226781ee6-63f0-45ff-8f27-a98dfc19e431%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzEyM2FhMGMtODQwNC00YWU3LTgwNjAtNWNjZDAwZTkxZWJk%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%2226781ee6-63f0-45ff-8f27-a98dfc19e431%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzEyM2FhMGMtODQwNC00YWU3LTgwNjAtNWNjZDAwZTkxZWJk%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%2226781ee6-63f0-45ff-8f27-a98dfc19e431%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzEyM2FhMGMtODQwNC00YWU3LTgwNjAtNWNjZDAwZTkxZWJk%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%2226781ee6-63f0-45ff-8f27-a98dfc19e431%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 WORKFORCE MANAGEMENT REPLACEMENT CONSULTANT ... 12

3.1. BACKGROUND

3.2. GENERAL SCOPE

3.3. CITY’S IMPLEMENTATION GOALS

3.4. PROJECT TASKS

3.5. DELIVERABLES LIST

3.6. PRICING

4. PROPOSAL CONTENT AND FORMAT

4.1. PROPOSAL CONTENT

5. PROPOSAL EVALUATION CRITERIA

5.1. QUALIFICATIONS, EXPERIENCE, AND APPROACH

5.2. COST EFFECTIVENESS AND VALUE

5.3. ACCEPTANCE OF THE TERMS OF THE CONTRACT

Section 1 Introduction and General Information

1. INTRODUCTION.

1.1. Objective.

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

1.2. Definitions.

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

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

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

Biodegradable: Refers to the ability of an item to be decomposed by bacteria or other living organisms.

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

Charlotte.

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

Charlotte Combined Statistical Area: Refers to the area consisting of the North Carolina counties of Anson, Cabarrus, Cleveland, Gaston, Iredell, Lincoln, Mecklenburg, Rowan, Stanly, and Union, and the South Carolina counties of Chester, Lancaster, and York;

a criterion used by Charlotte Business INClusion to determine eligibility to participate in the program.

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

City Project Manager: Refers to a specified City employee representing the City’s best interests in this Project.

Company: During the solicitation process, refers to a company that has interest in providing the Services. After the solicitation process, refers to a company that has been selected by the City to provide the Services.

Company Project Manager: Refers to a specified Company employee representing the best interests of the Company for this Project.

Contract: Refers to a written agreement executed by the City and the Company for all or part of the Services.

Deliverables: Refers to all tasks, reports, information, designs, plans, and other items that the Company is required to deliver to the City in connection with the Contract.

Department: Refers to a department within the City of Charlotte.

Documentation: Refers to all written, electronic, or recorded works that describe the use, functions, features, or purpose of the Deliverables or Services or any component thereof, and which are provided to the City by the Company or its subcontractors, including without limitation all end user manuals, training manuals, guides, program listings, data models, flow charts, and logic diagrams.

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: Refers to an identified deadline for the completion of specific Services and/or the Acceptance of identified Deliverables, as specified in this RFP.

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

Carolina as a Historically Underutilized Business (HUB) within the meaning of N.C. Gen. Stat. § 143-128.4; (ii) is at least fifty-one percent (51%) owned by one (1) or more persons who are members of one of the following groups: African American or Black, Hispanic, Asian, Native American or American Indian; and (iii) has significant business presence in the Charlotte Combined Statistical Area.

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

MWSBE Goal: If an RFP or Contract has separate Subcontracting Goals for MBEs, WBEs, and/or SBEs, the term MWSBE is a shorthand way to refer collectively to all MBE, WBE, and SBE Goals set for the RFP. In some instances, the City may set one (1) combined goal for MBEs, WBEs, and/or SBEs, in which event the term MWSBE Goal refers to that one (1) combined goal. In the latter instance, calculated as a percentage, the MWSBE Goal represents the total dollars spent with MBEs, WBEs, and SBEs as a portion of the total Proposal amount, including any contingency.

Project: Refers to the City’s need for a company to provide Workforce Management Replacement Consultant for the City.

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

Services: Refers to the Workforce Management Replacement Consultant as requested in this RFP.

Small Business Enterprise/SBE: Refers to a business enterprise that is certified by the City of Charlotte under

Part E of the CBI Policy as meeting all of the requirements for SBE certification.

Specifications and Requirements: Refers to all definitions, descriptions, requirements, criteria, warranties, and performance standards relating to the Deliverables and Services that are set forth or referenced in: (i) this RFP, including any addenda; (ii) the Documentation; and (iii) any functional and/or technical specifications that are published or provided by the Company or its licensors or suppliers from time to time with respect to all or any part of the Deliverables or Services.

Subcontracting Goal: Refers to a SBE, MBE, WBE, and/or MWSBE Goal established by the City for an RFP and resulting Contract.

Trade Secrets: Information of the City or any of its suppliers, contractors or licensors that:

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

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

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

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

1.3. Accuracy of RFP and Related Documents.

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

If a Company identifies potential errors or omissions in this RFP or any other related documents, the Company should immediately notify the City of such potential discrepancy in writing. The City may issue a written addendum if the City determines clarification necessary. Each Company requesting an interpretation will be responsible for submitting them per Section 2.3.

1.4. City’s Rights and Options.

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

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

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

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

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

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

1.4.6. To reject any or all Proposals;

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

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

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

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

1.4.11. To issue additional requests for information; and

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

1.5. Expense of Submittal Preparation.

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

1.6. Proposal Conditions.

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

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

1.6.2. Right to Terminate Discussions.

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

1.6.3. Trade Secrets and Personal Identification Information.

Definition.

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

Instructions for Marking and Identifying Trade Secrets.

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

Availability of Proposals to City Staff and Contractors.

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

Availability of Proposals via Public Records Requests.

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

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

• Entire Proposals may not be marked as Trade Secret

• Pricing may not be marked as Trade Secret

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

1.6.4. Statutory Requirements.

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

1.6.5. Reservation of Right to Change Schedule.

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

1.6.6. Reservation of Right to Amend RFP.

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

1.6.7. No Collusion or Conflict of Interest.

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

1.6.8. Proposal Terms Firm and Irreversible.

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

1.6.9. Charlotte Business INClusion Program.

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

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

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

The City intends to negotiate utilization of MWSBE(s). The Company is required to submit the “MWSBE Utilization Form” through the Procurement Portal. Failure to submit this form with the Proposal shall render the Proposal non-responsive.

1.6.10. Subcontracting.

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

1.6.11. Equal Opportunity.

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

1.6.12. Use of City’s Name.

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

1.6.13. Withdrawal for Modification of Proposals.

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

1.6.14. No Bribery.

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

1.6.15. Exceptions to the RFP.

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

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

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

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

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

1.6.16. Fair Trade Certifications.

By submitting a Proposal, the Company certifies that:

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

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

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

1.6.17. Companies’ Obligation to Fully Inform Themselves.

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

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

1.6.18. Reserved

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

February 3, 2026 Issuance of RFP. The City issues this RFP.

February 10, 2026 Intent to Bid. Company submits its intent to submit a Proposal via the Procurement Portal for this RFP by 5:00 p.m.

February 10, 2026 Non-Mandatory Pre-Proposal Conference to be held via the link indicated in Section 2.4 at 11:30 a.m.

February 17, 2026 Submission of Questions After the Pre-Proposal Conference. Questions are due by 5:00 p.m.

March 3, 2026 Proposal Submission. Proposals are due by 2:00 p.m. via the Procurement Portal.

March 2026 – April 2026

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

May 11, 2026 Contract Award by City Council. (anticipated)

June 1, 2026 Services Commence. Company begins providing the Services.

2.2. Intent to Bid.

Please acknowledge receipt of this RFP through the Intent to Bid feature within the Procurement Portal, advising the City of your Company’s intention to submit or not submit a Proposal. The City strongly encourages Companies to submit their Intent to Bid prior to the Pre-Proposal Conference, but Companies shall not be precluded from submitting a Proposal if they fail to submit their Intent to Bid.

2.3. Interpretations and Addenda.

There are two (2) ways to ask questions about this RFP: (1) submit a question through the Vendor Discussion section on the Procurement Portal; or (2) ask a question at the Pre-Proposal Conference, if one is held. Other than these permitted methods, Companies should refrain from contacting City staff prior to the Proposal due date. The City is not bound by any statements, representations or clarifications regarding this RFP other than those provided in writing by the Procurement Officer.

After the Pre-Proposal Conference, questions must be submitted in the Procurement Portal by the deadline stated in Section 2.1. In the case of questions not submitted by the deadline, the City will, based on the availability of time to research and communicate an answer, decide whether an answer can be given before the Proposal deadline. When responding to Company questions or issuing addenda to the RFP, the City will post the answer or information to the Procurement Portal.

2.4. Pre-Proposal Conference.

A Non-Mandatory Virtual Pre-Proposal Conference will be conducted on Tuesday, February 10, 2026, at 11:30 a.m. Meeting information is provided below:

Click here to join – Microsoft Teams Video Conference https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzEyM2FhMGMtODQwNC00YWU3LTgwNjAtNWNjZDAwZTkxZWJk%40thread.v2 /0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%2226781ee6-63f0-45ff-8f27-a98dfc19e431%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzEyM2FhMGMtODQwNC00YWU3LTgwNjAtNWNjZDAwZTkxZWJk%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%2226781ee6-63f0-45ff-8f27-a98dfc19e431%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzEyM2FhMGMtODQwNC00YWU3LTgwNjAtNWNjZDAwZTkxZWJk%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%2226781ee6-63f0-45ff-8f27-a98dfc19e431%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzEyM2FhMGMtODQwNC00YWU3LTgwNjAtNWNjZDAwZTkxZWJk%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%2226781ee6-63f0-45ff-8f27-a98dfc19e431%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzEyM2FhMGMtODQwNC00YWU3LTgwNjAtNWNjZDAwZTkxZWJk%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%2226781ee6-63f0-45ff-8f27-a98dfc19e431%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MzEyM2FhMGMtODQwNC00YWU3LTgwNjAtNWNjZDAwZTkxZWJk%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%2226781ee6-63f0-45ff-8f27-a98dfc19e431%22%7d

Meeting ID: 235 076 912 615 50; Passcode: 8cG3Cv9X

To join via phone only - 872-256-4172 Conference ID: 927 973 8#

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 Tuesday, March 3, 2026, on or before, but no later than 2:00 p.m.

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

When received, all Proposals and supporting materials, as well as correspondence relating to this RFP, shall become the property of the City. The Proposals will not be read aloud or made available to inspect or copy until any trade secret issues have been resolved.

2.6. Correction of Errors.

The person signing the Proposal must initial erasures or other corrections in the Proposal. The Company further agrees that in the event of any obvious errors, the City reserves the right to waive such errors in its sole discretion. The City, however, has no obligation under any circumstances to waive such errors.

2.7. Evaluation.

As part of the evaluation process, the Evaluation Committee may engage in discussions with one or more Companies. Discussions might be held with individual Companies to determine in greater detail the Company’s qualifications, to explore with the Company the scope and nature of the required contractual Services, to learn the Company’s proposed method of performance and the relative utility of alternative methods, and to facilitate arriving at a Contract that will be satisfactory to the City.

The City may in its discretion require one (1) or more Companies to make presentations to the Evaluation Committee or appear before the City and/or its representatives for an interview. During such interview, the Company may be required to orally and otherwise present its Proposal and to respond in detail to any questions posed. Additional meetings may be held to clarify issues or to address comments, as the City deems appropriate. Companies will be notified in advance of the time and format of such meetings.

Since the City may choose to award a Contract without engaging in discussions or negotiations, the Proposals submitted shall state the Company's best offer for performing the Services described in this

RFP.

2.8. Contract Award by City Council. (anticipated)

As soon as practical after opening the Proposals, the name of the apparent successful Company will be submitted to the City Council for final approval of award and the Procurement Officer will provide Contract documents to the Company. In the event the City Council approval is not received within one hundred eighty (180) calendar days after opening of the Proposals, the Company may request that it be released from the Proposal.

2.9. Vendor Inclusion.

The City’s vendor management philosophy supports a fair, open, and inclusive process that offers the same access and information to all Companies. Although Companies are not required to be registered in the City’s vendor registration system prior to submitting a Proposal, in order to execute a contract with the City and receive payment from the City, all Companies must register with the City’s vendor registration system.

Your registration provides the City with baseline information for your company including location, contact and demographic information, as well as your areas of expertise with specific commodity and/or service descriptions. You will also have the opportunity to complete any applicable certifications if your company desires to establish itself as an SBE, MBE, or WBE. The link below will provide you with the opportunity to complete your registration on-line with the City.

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

Section 3 Scope of Services

3. SCOPE OF WORKFORCE MANAGEMENT REPLACEMENT CONSULTANT

3.1. Background

Charlotte Water (CLTWater) is a City of Charlotte department that serves over 1 million citizens across Mecklenburg County. As a customer-funded public operation, CLTWater treats and delivers a daily average of 106 million gallons of drinking water and collects about 78 million gallons of wastewater daily, which is treated to high standards and released back into local waterways. More than 285,000 metered accounts are billed monthly to recover the cost of providing these services. Charlotte Water is a critical department that operates 365 days a year, 24 hours, 7 days a week.

The Utility Management Systems (UMS) team, in collaboration with the Customer Service division, is leading the initiative to replace the legacy Workforce Management (WFM) system (Service Suite v.9.8.1) currently used by our water utility technicians. The City of Charlotte is planning to replace the existing WFM software platform (Service Suite version 9.8.1). This system is used across all service areas managed by the water utility department, including residential and commercial properties throughout the City of Charlotte. The replacement project is scheduled to begin in Fiscal Year 2027, with implementation and training planned through Fiscal Year 2028.

3.2. General Scope.

CLTWater is requesting proposals from qualified consultants to provide CLTWater with assistance in reviewing, evaluating, and implementing the replacement of the legacy technology that no longer meets the operational, security, and scalability needs of CLTWater’s growing service area. The legacy system lacks integration with modern GIS, mobile, and analytics platforms. Major duties to be performed will include, but not be limited to:

3.2.1 Improve technician productivity and scheduling

3.2.2 Enable real-time communication and data capture in the field

3.3.3 Enhance customer service and response times

3.4.4 Support long-term digital transformation goals

The Consultant will provide a strategic vision, direction and standards, which are consistent with the City’s business objectives for operating in the most cost-effective manner.

While the City is flexible with respect to certain elements of the Workforce Management Replacement Consulting Services, the City has specific requirements and preferences for the Service delivery method.

3.3. City’s Implementation Goals.

Charlotte Water seeks to achieve the following goals:

• Inclusive of but not limited to Functional requirements captured in Appendix A - Functional Requirements Business Critical Details DATED 01/07/2026.

3.4. Project Tasks.

It is expected that the project will include the following tasks:

• Research/data gathering

• Conduct analysis of departmental use, needs and priorities

• Provide recommendations for use of software and services

• Assist in the vendor/system selection process

• Assist in development of scope of service for software solution Request For Proposal (RFP)

• Serve as Owner Advisor

3.5. Deliverables List.

Final Report will include:

Section 3 Scope of Services o A short list of software\application systems which could replace the legacy Workforce Management system with an advanced solution as per earlier described criteria.

o Functional requirement comparison between shortlisted applications.

o Identification of innovative and/or cost-effective approaches in Workforce Management System

Replacement.

o Documentation of key contract terms and performance metrics commonly used.

o Analysis of pricing structure.

Assist CLTWater staff in drafting and evaluating a comprehensive RFP and resulting contract for Workforce Management Replacement.

Provide recommendations for:

o Scope of work and service requirements o Technical specifications and performance standards o Contractor qualification criteria o Evaluation criteria and scoring methodology o Draft specialty work contract terms and conditions o Provide review and feedback during internal RFP development meetings.

o Assist in End-to-End project Implementation.

o Analysis of pricing structure.

o Support for contract negotiations.

3.6. Pricing.

Each Company warrants the price(s), terms and conditions quoted shall be firm for acceptance by the City for a period of one hundred eighty (180) calendar days from the date of proposal due date. Once award is made and a Contract is in place, prices shall remain firm and fixed for the entire Contract period, unless revised in accordance with the Price Adjustments section of the Sample Contract.

Proposals shall include:

A. Provide a fee schedule on estimated hours for each project team member, hourly rates for each project team member, reimbursable expenses and travel expenses, i.e., per diem, rental car, air travel.

Include a total for this portion of your services.

B. Provide a similar fee schedule for any ongoing consultation work the City will require as part of this project, including RFP preparation for procurement and implementation of recommended application system(s) with assistance from City staff. Include a total for this portion of your services.

C. Provide a similar fee schedule for a Project Management Option: Include a separate fee schedule to include total, on-site project management throughout system implementation process.

4. PROPOSAL CONTENT AND FORMAT.

The City desires all Proposals to be identical in format in order to facilitate comparison. While the City’s format may represent departure from the Company’s preference, the City requires strict adherence to the format. All Forms and Questionnaires shall be found and submitted in the City’s Procurement Portal. The Proposal shall be submitted in the format described below:

A. Cover letter;

B. Proposed Solution;

C. Bid Table (Pricing Response);

D. Required Forms;

• The “Proposal Submission” Form;

• The “References” Form;

• The “Key Personnel” Form;

• The “MWSBE Utilization” Form; and

• The “Company’s Background Response” Questionnaire;

E. Exceptions to the Remainder of the RFP, including the Sample Contract.

4.1. Proposal Content.

4.1.1. Cover Letter.

The Proposal must include a letter of transmittal attesting to its accuracy, signed by an individual authorized to execute binding legal documents. The cover letter shall provide the name, address, telephone and facsimile numbers of the Company along with the name, title, address, email address, and telephone numbers of the executive that has the authority to contract with the City. The cover letter shall present the Company's understanding of the Project and a summary of the approach to perform the Services.

4.1.2. Proposed Solution.

Given the purpose of this Project and the City's goals as stated in this RFP, provide a creative solution to meet such goals. For each component of the Project described in Section 3, state whether and how your Proposed Solution complies as well as any additional information requested. If you wish to add supplemental information, it shall be labeled “Supplemental Information.”

4.1.3. Required Forms.

To be deemed responsive to this RFP, Companies must complete all Proposal Forms listed in the Requested Information section on the Procurement Portal

4.1.4. Acknowledgements.

To be deemed responsive to this RFP, Companies must complete all Acknowledgements listed in the Requested Information section on the Procurement Portal.

4.1.5. Exceptions to the RFP.

Companies must review Section 1.6.15 for an overview of Exceptions to the RFP. If you elect to take Exceptions to the RFP, including the Sample Contract, then you must upload a redlined version under the Acknowledgement Section in the Procurement Portal. If exceptions are not identified by way of an uploaded redline version, then they may not be considered during Contract negotiation and could result in Proposal being rejected from further consideration.

5. PROPOSAL EVALUATION CRITERIA.

Proposals will be evaluated based on the Company's ability to meet the performance requirements of this RFP.

This section provides a description of the evaluation criteria that will be used to evaluate the Proposals. To be deemed responsive, it is important for the Company to provide appropriate detail to demonstrate satisfaction of each criterion and compliance with the performance provisions outlined in this RFP. The Company’s Proposal will be the primary source of information used in the evaluation process. Proposals must contain information specifically related to the proposed Services and requested herein. Failure of any Company to submit information requested may result in the elimination of the Proposal from further evaluation.

Proposals will be assessed to determine the most comprehensive, competitive and best value solution for the City based on, but not limited to, the criteria below. The City reserves the right to modify the evaluation criteria or waive portions thereof. Proposals will be evaluated on the following major categories:

a. Qualifications, Experience, And Approach;

b. Cost Effectiveness and Value;

c. Acceptance of the Terms of the Contract

5.1. Qualifications, Experience, and Approach.

Companies will be evaluated based upon their understanding, experience and qualifications in performing the same or substantially similar Services, as reflected by its experience in performing such Services. The evaluation will include references regarding work for organizations with needs similar to the City's, and the feasibility of the Company's approach for the provision of the Services.

5.1.1. Interviews.

Each Company’s proposed solution will be evaluated in part on the presentation provided to the City’s Project Team. Interviews are anticipated to be held on March 25, 2026.

5.2. Cost Effectiveness and Value.

Under this criterion, Proposals will be compared in terms of the most reasonable and effective pricing options. The Evaluation Committee will also take into consideration any indirect costs associated with the Services and administration of the Contract.

5.3. Acceptance of the Terms of the Contract.

The City will evaluate the Proposals for compliance with the terms, conditions, requirements, and specifications stated in this RFP including the sample contract language provided. Regardless of exceptions taken, Companies shall provide pricing based on the requirements and terms set forth in this RFP. Exceptions shall be identified in accordance with Sections 1.6.15 of this RFP.