REQUEST FOR PROPOSALS

ON-CA LL SUSTAINA BIL ITY SERVICES

RFP # 269- 2026- 121

C ITY O F CHA RLOT T E

NORTH CAROLINA

OC TO BER 22, 2025

ON-CALL SUSTAINABILITY SERVICES

RFP# 269-2026-121 OCTOBER 22, 2025 2

REQUEST FOR PROPOSALS

RFP # 269-2026-121

On-Call Sustainability Services

OCTOBER 22, 2025

Interested Company:

The City of Charlotte, North Carolina, is now accepting Proposals for On-Call Sustainability Services. The requirements for submitting a Proposal are stated in the attached Request for Proposals (the “RFP”). Please review them carefully.

The City of Charlotte is using the Bonfire 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.

A Non-Mandatory Virtual Pre-Proposal Conference for the purpose of reviewing the RFP and answering questions regarding the Services will be held on November 3, 2025 at 11:00 a.m. EST. No onsite meeting will be held and Service Provider(s) should not come to the City expecting to attend in person. While attendance at the Pre-Proposal Conference is not mandatory, all interested Service Provider(s) are encouraged to participate.

Click here to join – Microsoft Teams Video Conference

To join via phone only - 872-256-4172 Conference ID: 593 589 351#

Please have a copy of the RFP available for reviewing during the Pre-Proposal Conference. Proposal submissions are due no later than November 20, 2025 at 12:00 p.m. EST.

The City is an equal opportunity purchaser.

Sincerely, Kristi Stiles Procurement Officer https://charlottenc.bonfirehub.com/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDllNWE0ODQtMmNhYS00ZmVjLWEyYmMtNjc5Y2UxMjEzOTJj%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%229dcb6add-8089-4763-977e-73669fcb5e8a%22%7d

RFP# 269-2026-121 OCTOBER 22, 2025 3

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 (Optional) 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

RFP# 269-2026-121 OCTOBER 22, 2025 4

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. INTERPRETATIONS AND ADDENDA

2.3. PRE-PROPOSAL CONFERENCE

2.4. SUBMISSION OF PROPOSALS

2.5. CORRECTION OF ERRORS

2.6. EVALUATION

2.7. CONTRACT AWARD BY COUNCIL

2.8. VENDOR INCLUSION

3. SCOPE OF SERVICES

3.1. GENERAL SCOPE

3.2. BACKGROUND

3.3. SERVICES

3.4. REQUIREMENTS

3.5. ON-CALL PROCESS

3.6. CONTRACT TERM

4. PROPOSAL CONTENT AND FORMAT

4.1. PROPOSAL CONTENT

5. PROPOSAL EVALUATION CRITERIA

5.1. QUALIFICATIONS AND EXPERIENCE

5.2. PROPOSED SOLUTION AND APPROACH

5.3. COST EFFECTIVENESS AND VALUE

5.4. MWSBE INCLUSION EFFORTS

5.5. ACCEPTANCE OF THE TERMS OF THE CONTRACT

Section 1 Introduction and General Information

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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 Services.

The City is seeking qualified companies to provide On-Call Sustainability Services for the City’s Strategic Energy Action Plan Plus plan. Services will include program management and implementation, and will be on an on-call, task-order basis for various business categories including Focus Area Support, General Sustainability and Workforce Development.

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.

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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.

OSR: Refers to the City’s Office of Sustainability and Resilience.

Project: Refers to the City’s need for a company to provide On-Call Sustainability Services for the City.

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

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

SEAP: Refers to the City’s Strategic Energy Action Plan.

SEAP+: Refers to the City’s Strategic Energy Action Plan Plus.

Services: Refers to the On-Call Sustainability Services as requested in this RFP.

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

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

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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 2.2.

1.4. City’s Rights and Options.

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

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

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

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

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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.

The following terms are applicable to this RFP.

1.6.1. This RFP is 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”).

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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

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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 seeks to enhance competition and participation of Minority-owned, Women-owned, and Small Business Enterprises (MWSBEs) in City contracting. To accomplish this, the City has examined its procurements and set specific MWSBE participation goals on a contract-by-contract basis. In addition, CBI makes a concerted effort to expand its certified MWSBE vendor pool and assist city-certified firms in growing, enhancing, and developing their businesses. CBI currently offers numerous development programs that support certified businesses in organizational training, strategic development, and networking opportunities.

The CBI Policy and CBI Manual are posted online here: www.charlottebusinessinclusion.com

To determine whether disparities exist in City contracting based on race, gender or other factors, and also to measure the effectiveness of the City’s Charlotte Business INClusion (“CBI”) Program, the City tracks the utilization of subconsultants and suppliers on certain City contracts based on race, gender, small business status, and other factors. For analysis purposes, it is important that the City obtain this data not only for minority-owned, women-owned, and small business suppliers and subconsultants, but also for other subconsultants and suppliers. As a condition for receiving payments under this Contract, the Proposer agrees to submit any payment record into InclusionCLT, or any subsequent system designated by the City, detailing the amounts paid by the Consultant to all subconsultants and suppliers receiving payment in connection with this Contract.

The City intends to negotiate an M/W/SBE goal with the selected Company. The City would like the Company to submit the firms it intends to utilize to meet this goal. Therefore, the Company is required to submit CBI Form 3 in the Procurement Portal. Failure to submit this form with the Proposal shall render the Proposal non-responsive.

City certified MWSBE firms can be found in the City’s InclusionCLT system:

https://charlotte.diversitycompliance.com/

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. Title VI Solicitation Notice: The City, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 USC §§ 2000d to 2000d-4) and the Regulations, hereby https://charlotte.diversitycompliance.com/

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notifies all bidders or offerors that it will affirmatively ensure that for any contract entered into pursuant to this advertisement, disadvantaged business enterprises or airport concession disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and no businesses will be discriminated against on the grounds of race, color, national origin (including limited English proficiency), creed, sex (including sexual orientation and gender identity), age, or disability in consideration for an award.

1.6.13. 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.

1.6.14. 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.

1.6.15. 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.

1.6.16. 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.

1.6.17. 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;

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• 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.

1.6.18. 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.

1.6.19. 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

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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

October 22, 2025 Issuance of RFP. The City issues this RFP.

October 28, 2025

Submission of Written Questions Prior to Pre-Proposal Conference.

Companies are permitted to submit questions for purposes of clarifying this RFP. All submissions must be pursuant to the instructions in Section

2.2 by 10:00 a.m. EDT.

November 3, 2025 Non-Mandatory Pre-Proposal Conference.

To be held via the link indicated in Section 2.3 at 11:00 a.m. EST.

November 7, 2025 Submission of Questions After the Pre-Proposal Conference.

Questions are due by 12:00 p.m. EST.

November 20, 2025 Proposal Submission.

Proposals are due by 12:00 p.m. EST via the Procurement Portal.

November 21, 2025

- December 15, 2025

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

February 2026 Contract Award by Council.

2.2. 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.

Other than these permitted methods, Companies should refrain from contacting City staff prior to the Proposal due date. The City is not bound by any statements, representations or clarifications regarding this RFP other than those provided in writing by the Procurement Officer.

In order for questions to be addressed at the Pre-Proposal Conference, they must be submitted by 10:00 a.m. EDT on October 28, 2025.

After the Pre-Proposal Conference, questions must be submitted in the Procurement Portal by the deadline stated in Section 2.1.

When responding to Company questions or issuing addenda to the RFP, the City will post the answer or information to the Procurement Portal.

2.3. Pre-Proposal Conference.

A Non-Mandatory Pre-Proposal Conference will be conducted on November 3, 2025 at 11:00 a.m. EST.

Meeting information is provided below:

Click here to join – Microsoft Teams Video Conference

To join via phone only - 872-256-4172 Conference ID: 593 589 351#

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.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDllNWE0ODQtMmNhYS00ZmVjLWEyYmMtNjc5Y2UxMjEzOTJj%40thread.v2/0?context=%7b%22Tid%22%3a%223392a0ee-6ccb-49c5-94b5-f5e6d8a665d6%22%2c%22Oid%22%3a%229dcb6add-8089-4763-977e-73669fcb5e8a%22%7d

Section 2 Procurement Process

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2.4. Submission of Proposals.

Proposals must be in the format specified in Section 4 of this RFP by November 20, 2025 on or before but no later than 12:00 p.m. EST.

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.

2.5. 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.

2.6. 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.

2.7. Contract Award by Council.

As soon as practical after opening the Proposals, the name of the apparent successful Company will be submitted to the Council for final approval of award and the Procurement Officer will provide Contract documents to the Company. In the event the 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.

2.8. 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://char/

Section 3 Scope of Services

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3. SCOPE OF SERVICES.

3.1. General Scope.

The City is seeking qualified companies to provide On-Call Sustainability Services for the City’s Strategic Energy Action Plan Plus plan. Services will include program management and implementation, and will be on an on-call, task-order basis for various business categories including Focus Area Support, General Sustainability and Workforce Development.

While the City is flexible with respect to certain elements of the On-Call Sustainability Services, the City has specific requirements and preferences for the Service delivery method.

3.2. Background.

In June 2018, the Sustainable and Resilient Charlotte by 2050 Resolution was unanimously passed by City Council. In December of 2018, City Council unanimously adopted the Strategic Energy Action Plan (“SEAP”). On May 27, 2025, the City Council adopted an update to that plan called the Strategic Energy Action Plan Plus (“SEAP+”), updating the City’s goals, including a new focus area bridging gaps to water conservation, waste diversion and the City’s tree canopy. SEAP+ builds on the 2018 plan and outlines bold goals to reduce greenhouse gas emissions, transition to clean energy and create a more resilient community. The addition of the “Plus” to the plan represents the new inclusion of a climate risk assessment, creating a stronger link between energy transitions and climate challenges.

The Office of Sustainability and Resilience (“OSR”), as part of the City’s Special Initiatives Department, is responsible for guiding the implementation of the SEAP+. SEAP+ goals are integrated across the community, including internal and external partnerships and connections throughout the City organization, business community, and residents.

3.3. Services.

The Company shall provide On-Call Sustainability Services for the City’s SEAP+. Support Services may include, but are not limited to, program management and implementation for the following service categories:

3.3.1. Focus Area Implementation Support.

The SEAP+ breaks out strategies and actions into four (4) focus areas, and implementation support for various programs and projects will be based on these focus areas, as listed below.

i. Buildings Focus Area Support, including any projects, programs, or engagement support relating to green buildings, energy efficiency, implementation approaches or tactics, etc.

ii. Energy Generation Focus Area Support, including any projects, programs, or engagement support relating to solar PhotoVoltaic (PV) access and planning, other distributed renewable energy opportunities, implementation approaches or tactics, engagement with utilities, etc.

iii. Transportation Focus Area Support, including any projects, programs, or engagement support relating to, bicycle and pedestrian support in relation to sustainable modes of transportation, implementation approaches or tactics, etc.

iv. Cross-sectional Focus Area Support, including any project, programs, or engagement support relating to data and visualizations, indirect support of water use optimization, waste reduction and diversion, and/or tree canopy, as well as overall climate resilience and urban heat planning, implementation approaches, or tactics, etc.

3.3.2. General Sustainability.

i. Implementation approaches and tactics, plus engagement support, for various sustainability-related requests outside of what is specifically listed (i.e. financial https://www.charlottenc.gov/files/sharedassets/city/v/1/city-government/leadership/documents/council/the-sustainable-and-resilient-charlotte-by-2050-resolution.pdf https://www.charlottenc.gov/files/sharedassets/city/v/2/city-government/initiatives-and-involvement/documents/seap/seap-full-document.pdf https://www.charlottenc.gov/files/sharedassets/city/v/2/city-government/initiatives-and-involvement/documents/seap/seap-full-document.pdf

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support study for sustainability programming, new technology research and support, etc.).

ii. Impact analysis on how North Carolina (NC) Legislation, NC Utility Commission proceedings/plans, and/or other applicable non-city plans, rules, legislation, etc.

impacts the City’s ability to meet the City’s SEAP+ goals.

3.3.3. Workforce Development.

i. Support workforce development programs aimed at sustainability/green workforce jobs, including, but not limited to, energy auditors, energy technicians, waste/recycling technicians, landscape management/tree canopy support, etc.

ii. Coordinate with internal City staff to support existing workforce development opportunities.

iii. Support ongoing work focused on access to training and training providers.

3.4. Requirements.

3.4.1. Sustainability Requirements.

The Company must comply with all applicable Sustainability requirements, including, but not limited to:

3.4.1.1. Energy Efficiency. The Company must be in compliance with mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (Pub. L. 94-163, 89 Stat. 871).

3.4.2. Certifications.

While the City does not require specific certifications at this time, the Company must be qualified and hold the necessary certifications, as may be needed, to properly deliver the Services under this RFP.

3.4.3. Reporting.

Reporting requirements will be assigned per each Task Order’s unique scope of work and on an as-need basis.

3.4.4. Insurance.

The Company, and all its subcontractors, shall provide and maintain at its expense during the term of this Contract the following program(s) of insurance covering its operations. Such insurance shall be provided by insurer(s) qualified to do business in North Carolina, have a rating at least “A-“ by A.M. Best, and be satisfactory to the City as approved by the City's Risk Management Division. Evidence of such programs satisfactory to the City shall be delivered to the City on or before the effective date of this Contract and prior to commencing any work hereunder. Such policy shall list “City of Charlotte, 600 East Fourth St. Charlotte, NC 28202” as an additional insured for operations or services, rendered under this Contract. City is to be given written notice within thirty (30) days of any termination of any program of insurance.

The Company’s insurance shall be primary of any self-funding and/or insurance otherwise carried by the City for all loss or damages arising from the Company’s operations under this Contract. If any of the coverage conditions are met by a program of self-insurance, The Company must submit evidence of the right to self-insure as provided by the State of North Carolina.

The Company and each of its subcontractors shall and does waive all rights of subrogation against the City and each of its indemnified parties. The City shall be exempt from, and in

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no way liable or responsible for any sums of money that may represent a deductible or self-insured retention in any insurance policy of the Company or its subcontractors.

The following insurance is required under this Contract:

(a) Automobile Liability.

Evidence of current automobile insurance (attach copy of automobile policy declaration page(s) or submit a current certificate of insurance, showing the vehicles covered and coverage amounts as the appropriate one of the following:

i. If the Company owns or leases commercial vehicles to provide goods or perform a service under this Contract, Automobile Liability must be provided at a limit of not less than $1,000,000 per occurrence/aggregate, combined single limit, each occurrence, for bodily injury and property damage liability covering all owned, non-owned, and hired vehicles.

ii. If the Company does not own or lease any vehicles but is using their personal vehicles to perform a service under this Contract, primary Personal Automobile Liability may be provided at limits not less than $100,000 each person, $300,000 each accident and property damage liability of $50,000.

iii. If the Company does not own or lease any vehicles but has employees using their vehicles to provide goods or perform a service under this Agreement, The Company must provide hired/non-owned automobile liability coverage at a limit of not less than $1,000,000 per occurrence aggregate.

iv. If the Company is trucking fuel or hauling potential pollutants, the Automobile Liability coverage shall be broadened to include pollution coverage on covered autos, and a copy of endorsement CA 99 48 shall be provided to the City. The Company must also supply the City with evidence of motor carrier endorsement MCS-90 as required by the Federal Motor Carrier Safety Administration’s Motor Carrier Act.

(b) General Liability.

Insurance with a limit not less than $1,000,000 per occurrence/aggregate including coverage for bodily injury, property damage, products and completed operations, personal/advertising injury liability and contractual liability.

(c) Workers’ Compensation Insurance.

Insurance meeting the statutory requirements of the State of North Carolina and any applicable Federal laws; and Employers’ Liability - $100,000 per accident limit, $300,000 disease per policy limit, $100,000 disease each employee limit. If the Company does not employ more than 2 full time employees, Company must attest this fact on company letterhead and include such letter in this Contract.

(d) Errors & Omissions Insurance with a limit of not less than $1,000,000 per claim, $3,000,000 aggregate as shall protect the contractor and the contractor’s employees for negligent acts, errors or omissions in performing the professional services under this contract.

3.5. On-Call Process.

Prior to work being performed:

i. The City will issue task orders (“Task Orders”) with details concerning the service(s) to be provided by the Company. Each Task Order will identify, at minimum:

a. Scope of Work.

b. Expected Outcomes.

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c. Expected Project Timelines.

d. Reporting Requirements.

ii. Upon receipt of the Task Order, the Company shall:

a. Review and confirm the Company’s ability to fully and successfully deliver the specific project as per the Task Order.

b. Identify the Company key staff who the Company will assign to work on the specific project identified within the Task Order and inform the City.

c. Provide a project plan (the “Project Plan”) for City review and approval. Project Plans are to include:

Project Details.

Approach.

Rollout/Implementation Plan.

Deliverable Details.

Milestones and/or Project Timeline(s).

d. Provide the Company’s best estimate of the total number of working hours per key staff and in total.

e. Provide the City with an expected total cost for the Task Order.

3.6. Contract Term.

The Term of the Contract shall be up to five (5) years.

3.6.1. The initial term of the contract shall be three (3) years (the “Initial Term”).

3.6.2. The City shall have the option to renew the contract for up to one (1) two-year term (the “Renewal Term”) via an amendment signed by both parties and provided such renewal is approved by a City Council Budget Ordinance.

Section 4 Proposal Content and Format

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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. Required Forms;

1. The “Proposal Submission” Form;

2. The “References” Form;

3. The “MWSBE Utilization” Form;

4. The “Certification Regarding Debarment, Suspension and Other Responsibility Matters” Form;

5. The “Byrd Anti-Lobbying Certification” Form;

6. The “Company’s Background Response” Questionnaire;

7. The “Pricing Table (Pricing Response) Form; and

8. The “Exceptions” Form.

D. Acknowledgments; and 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:

i. 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.

ii. 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.”

Please limit the Proposed Solution to (20) pages or less. Proposals must be structured in sections as follows:

A. Qualifications and Experience.

i. Describe the services your Company offers.

ii. Detail your Company’s qualifications and previous experience on a minimum of three (3) similar or related projects, including a description of relevant experiences with projects that similar in nature, size, and scope to that which is the subject of this RFP.

a. Narrative shall highlight experience in working on Sustainability projects and initiatives.

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b. Narrative shall provide details of outcomes, lessons learned, and results of the completed requirements.

c. Provide details of any certification(s) your Company and/or employees possess that may be considered for this RFP.

iii. Describe the unique advantage your Company and the team brings.

iv. As it relates to the Scope in section 3 of this RFP and Sustainability, detail the experience of:

a. the Company; and

b. all key individuals whom your Company anticipate will work with the City.

v. Explain the challenges or impediments that could affect your ability to deliver the Services for the Project, including schedule and budget needs. Detail how you propose to address and mitigate these needs. Give examples of similar challenges on your past projects.

vi. State any conflicts of interest your Company or key team member may have with this Project.

vii. For the projects listed in the References Form, explain the methods, approach and controls used in order to complete the project in an effective, timely, economical and professional manner.

viii. Describe any previous collaboration(s) between key team members, the responsibilities of each team member during these collaborations, and the project(s) outcome. Cite any significant achievements reached as a result of this collaboration. Discuss the successes of the team collaboration, and any problems encountered and methods used to mitigate issues.

ix. Resumes must be submitted for each proposed key team member. Resumes will not be counted towards the Proposed Solution’s page limit.

x. Availability of the Company and Key Team Members for this Project.

a. Describe a specific project or example that illustrates your team availability and responsiveness.

b. Discuss availability of key team members by providing a list of current projects/work for each…