REQUEST FOR PROPOSALS

CHARLOTTE WATER TREE REMOVAL

SERVICES

RFP #FY26-RFP-15

CITY OF CHARLOTTE

NORTH CAROLINA

MAY 8, 2026

REQUEST FOR PROPOSALS

RFP #FY26-RFP-15

Charlotte Water Tree Removal Services

May 8, 2026

Charlotte Water, a Department of the City of Charlotte, North Carolina, is now accepting Proposals for

Charlotte Water Tree Removal Services. The requirements for submitting a Proposal are stated in the attached Request for Proposals (the “RFP”). Please review them carefully.

All Proposals are due to Charlotte Water Procurement, 5100 Brookshire Blvd., Charlotte, NC 28216, no later than May 15, 2026 at 2:00 p.m. EST.

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.

RFP questions must be asked per the enclosed instructions in Section 2.3. The City is an equal opportunity purchaser.

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

Sincerely, Matthew Newlon

Commodities, Services, and Technology Procurement Manager https://charlottenc.bonfirehub.com/

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 4 – 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

CHARLOTTE WATER TREE REMOVAL SERVICES

RFP #FY26-RFP-15 May 8, 2026 i

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. SUBMISSION OF PROPOSALS

2.5. CORRECTION OF ERRORS

2.6. EVALUATION

2.7. CONTRACT AWARD BY CITY MANAGER

2.8. VENDOR INCLUSION

3. SCOPE OF CHARLOTTE WATER TREE REMOVAL SERVICES

3.1. GENERAL SCOPE

3.2. TERM OF CONTRACT

3.3. SPECIFICATIONS

3.4. DESIGNATED AREAS (REPAIR LOCATIONS)

3.5. FREQUENCY OF SERVICES

3.6. MATERIALS

3.7. COMPANY SERVICE RESPONSIBILITIES

3.8. LIABILITY FOR DAMAGE TO PROPERTY AND/OR PLANT MATERIAL

3.9. SUPERVISION

3.10. STANDARD SERVICES AND STANDARD CONTRACT SERVICE TIMES

3.12. SAFETY AND EQUIPMENT

3.13. TRAFFIC CONTROL

3.14. EQUIPMENT

3.15. LICENSING

3.16. STAFFING GUIDELINES

4. PROPOSAL CONTENT AND FORMAT

4.1. PROPOSAL CONTENT

5. PROPOSAL EVALUATION CRITERIA

5.1. QUALIFICATIONS, EXPERIENCE, AND TECHNICAL AND FINANCIAL RESOURCES

5.2. PROJECT APPROACH / PROPOSED SOLUTION

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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RFP #FY26-RFP-15 May 8, 2026 1

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 Charlotte Water’s needs for Tree Removal

Services.

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 county of 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 Designee: 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.

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Documentation: Refers to all written, electronic, or recorded works that describe the use, functions, features, or purpose of the Deliverables or Services or any component thereof, and which are provided to the City by the

Company or its subcontractors, including without limitation all end user manuals, training manuals, guides, program listings, data models, flow charts, and logic diagrams.

Environmentally

Preferable Products: Refers to products that have a lesser or reduced effect on human health and the environment when compared with competing products that serve the same purpose. This comparison may consider raw materials acquisition, production, manufacturing, packaging, distribution, reuse, operation, maintenance, or disposal of the product.

Evaluation Committee: Refers to a City-appointed committee that will evaluate Proposals and identify the Company best meeting the needs of the City.

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; and (ii) is at least fifty-one percent (51%) owned by one (1) or more persons who are members of one (1) of the following groups: African American or Black, Hispanic, Asian, Native American or American Indian.

MWSBE: Refers to Small Business Enterprises (SBEs), Minority Business

Enterprises (MBEs), and Women Business Enterprises (WBEs), collectively.

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

MBEs, WBEs, and SBEs as a portion of the total Proposal amount, including any contingency.

Post-Consumer

Recycled Material: Refers to material and by-products which have served their intended end-use by a consumer and have been recovered or diverted from solid waste. It does not include those materials and by-products generated from, and commonly reused within, an original manufacturing process.

Project: Refers to the City’s need for a company to provide Tree Removal

Services for Charlotte Water.

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

Recyclability: Refers to products or materials that can be collected, separated or otherwise recovered from the solid waste stream for reuse, or used in

CHARLOTTE WATER TREE REMOVAL SERVICES

RFP #FY26-RFP-15 May 8, 2026 3 the manufacture or assembly of another package or product, through an established recycling program. For products that are made of both recyclable and non-recyclable components, the recyclable claim should be adequately qualified to avoid consumer deception about which portions or components are recyclable.

Recycled Material: Refers to material and by-products which have been recovered or diverted from solid waste for the purpose of recycling. It does not include those materials and by-products generated from, and commonly reused within, an original manufacturing process.

Services: Refers to the Charlotte Water Tree Removal Services as requested in this RFP.

Small Business

Enterprise/SBE: Refers to a business enterprise that is certified by the City of Charlotte, 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; and (ii) is at least fifty-one percent (51%) owned by one (1) or more persons who are female.

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

CHARLOTTE WATER TREE REMOVAL SERVICES

RFP #FY26-RFP-15 May 8, 2026 4 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 delivering such requests to the City's designated representative as directed in RFP 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, or to cancel this RFP, at any time;

1.4.2. To require any Companies to supplement or clarify its Proposal or provide additional information relating to its Proposals;

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

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

1.4.5. To reject any or all Proposals;

1.4.6. To share the Proposals with City employees and contractors in addition to the

Evaluation Committee as deemed necessary by the City;

1.4.7. To award all, none, or any part of the Services and enter into Contracts with one (1) 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;

1.4.8. To discuss and negotiate with any Company their Proposal terms and conditions, including but not limited to financial terms; and

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

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 and the Company’s Proposal.

1.6.1. RFP 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.

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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 Charlotte Water Procurement, 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 a 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.

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RFP #FY26-RFP-15 May 8, 2026 6

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.

1.6.9. Proposal Binding for 180 Days.

The signed Proposal is a firm offer for one-hundred-eighty (180) calendar day period from the date of the opening. This statement must be signed by an individual authorized to bind the Company. All prices quoted shall be firm and fixed for the full Contract period. The City shall have the option to accept subject to exception by

Contract.

1.6.10. Charlotte Business INClusion Program.

Pursuant to Charlotte City Council’s adoption of the Charlotte Business INClusion

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

The City is committed to promoting opportunities for maximum participation of certified MWSBEs on City-funded contracts at both the prime and subcontract level.

For MWSBE participation to count towards a Subcontracting Goal, MWSBEs must meet both the certification and geographic requirements as detailed throughout this solicitation and in the CBI Policy.

1.6.10.1. The City intends to negotiate utilization of MWSBE(s). The

Company is required to submit the “MWSBE Utilization Form” through http://www.charlottebusinessinclusion.com/

CHARLOTTE WATER TREE REMOVAL SERVICES

RFP #FY26-RFP-15 May 8, 2026 7 the Procurement Portal. Failure to submit this form with the Proposal may render the Proposal non-responsive.

1.6.11. 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.

In addition, if subcontracts are let, the Company must ensure that these necessary affirmative steps are taken to contract with small, minority, and woman-owned businesses when possible:

a. Place qualified small, minority, and woman-owned businesses on solicitations lists;

b. Assure that such businesses are solicited when they are potential sources;

c. Divide total requirement, when economically feasible, into smaller tasks or quantities to permit maximum participation by such businesses;

d. Establish delivery schedules, where requirements permit, which encourage such businesses to respond;

e. Use service and assistance from such organizations as the North Carolina

Office for Historically Underutilized Businesses and the Small Business

Development Agency of the Department of Commerce.

Company shall include these special provisions in all subcontracts for this

Contract. Failure on the part of the Company to carry out the requirements set forth in the special provision may constitute a breach of Contract and after proper notification may result in termination of the Contract or other appropriate remedy.

1.6.12. 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.

1.6.13. 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.

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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;

• 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

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

1.6.19. Federal Funding and Compliance by Company.

Payments for Services under the Contract may be paid in part with federal funding.

Funding is contingent upon compliance with all terms and conditions of funding award. The selected Company shall comply with all applicable federal laws, regulations, executive orders, FEMA policies, procedures, directives, and

CHARLOTTE WATER TREE REMOVAL SERVICES

RFP #FY26-RFP-15 May 8, 2026 9 requirements, specifically 2 CFR, Part 200, and the terms and conditions of the funding award.

Contracts funded with federal grant or loan funds must be procured in a manner that conforms with all applicable federal laws, policies, and standards, including those under the Uniform Guidance (2 CFR, Part 200).

1.6.20. 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

May 8, 2026 Issuance of RFP. The City issues this RFP.

May 12, 2026 Intent to Bid. Company submits its intent to submit a Proposal via the Procurement Portal for this RFP by 5:00 p.m. ET

May 13, 2026 Submission of Written Questions. Companies are permitted to submit written questions for purposes of clarifying this RFP. All submissions must be pursuant to the instructions in Section 2.3, and by 5:00 p.m. ET.

May 15, 2026 Proposal Submission. Proposals are due by 2:00 p.m. via the

Procurement Portal.

May 18 – May 22, Evaluation. The Evaluation Committee will assess each Proposal and conduct evaluation activities with Companies.

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, but

Companies shall not be precluded from submitting a Proposal if they fail to submit their

Intent to Bid.

2.3. Interpretations and Addenda.

To ask questions about this RFP, submit a question through the Vendor Discussion section within the Procurement Portal. 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.

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. Submission of Proposals.

Proposals must be in the format specified in Section 4 of this RFP by May 15, 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.

Section 2

Procurement Process

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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 (1) 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.

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 City Manager.

As soon as practical after opening the Proposals, the name of the apparent successful Company will be submitted to the City Council/Manager for final approval of award and the Procurement

Officer will provide Contract documents to the Company. In the event the City

Council/Manager 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

CHARLOTTE WATER TREE REMOVAL SERVICES

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3. SCOPE OF CHARLOTTE WATER TREE REMOVAL SERVICES.

3.1. General Scope.

The City is requesting Proposals from experienced and qualified companies to provide various tree and vegetation removal services for Charlotte Water, as a result of water and sanitary sewer construction performed by Charlotte Water, as an after-hour/holiday/weekend emergency service, and in the event of an immediate disaster emergency within the area, such as a natural disaster.

The City Designee shall indicate and designate all trees, shrubs, plants and other objects that are to remain or be removed. Any damage to natural terrain, vegetation, or objects designated to remain shall be immediately repaired or replaced as determined by the City Designee, at the

Company’s expense.

The Company will be required, at the minimum, to perform the following:

• Rake work area and match existing grade to a smooth even surface

• Removal of trees/shrubs and haul from job site

• Grinding of remaining tree stumps

• Sweep up any excess debris and haul from job site

3.2. Term of Contract.

It is the City’s intention to award a Contract for a term of three (3) years. Pricing shall be fixed and firm.

3.3. Specifications.

3.3.1. Service Item 1: Work Order Mobilization

Mobilization shall include a site visit by the Company. Company shall generate a detailed written assessment of the work to be done, including equipment required and unit of measure per Service Item descriptions for the specific work site.

Written work assessment shall be given to the City Designee. The City Designee shall provide written approval prior to work being done. Once approval has been provided to the Company, Company may begin work. Failure to provide written assessment or obtain approval prior to doing work shall not entitle Company to be paid.

Mobilization will be paid for as unit price for each project issued through its completion. Such price and payment includes but is not limited to written assessment, site visit(s), meeting with City Designee, the movement of personnel, equipment, supplies, and incidentals necessary for work on the project; the removal and disbandment of those personnel, equipment, supplies, incidentals, or other facilities that were established for the prosecution of work on the project; and for all other work and operations that shall be performed for costs incurred prior to beginning work on the various items on the project site. Only one (1) mobilization payment shall be made for each project.

3.3.2. Service Item 2: Stump Grinding

All stump grinding shall consist of grinding the tree stump to a minimum depth of eighteen inches (18”) below the surface, removing the debris, backfilling hole with clean dirt and cleaning the site of any waste. Surface roots shall be ground to a depth of six inches (6”) unless noted otherwise. All debris and any cut roots shall be removed from site prior to backfilling hole. Stump holes shall be backfilled with stump grindings to two to four inches (2”-4”) above the average surrounding grade allowing for settling. Work shall consist of all labor, equipment, fuel, and

CHARLOTTE WATER TREE REMOVAL SERVICES

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Stump grinding operations shall be accomplished with equipment and methods acceptable in normal arboricultural operations.

3.3.3. Service Item 3: Tree Removal

Cut and remove tree. Collect, compact, and haul vegetation to approved disposal site, landfill, or Debris Management Site (DMS). Shall include at least one (1) foreman, a two-man (2-man) crew, chipper, and large crew truck.

Company shall refrain from the practice of “free falling” the trees. All trees shall be limed out prior to the final cutting of the trunk. All manmade structures shall always be protected from the impact of falling wood, and the use of the tree or limb ground supports. Ropes or other mechanical devices shall be used to lower all limbs of sufficient size that may cause damage to other trees/bushes/plants or surrounding public or private property.

Company may also be utilized to remove hazardous leaning trees and hanging limbs, when necessary. Work would consist of removing all hazardous trees six inches (6”) or larger in diameter, and hanging limbs two inches (2”) or greater at the point of break.

Company shall be experienced in the removal of trees in accordance with standards set for and by the arboriculture industry.

All limbs eight inches to sixteen inches (8” to 16”) shall be lowered to the ground through the use of lowering ropes, pulleys or cranes so as to prevent branches and trunks from falling and creating damage to adjacent homes, driveways, sidewalks, trees, shrubs, streets, and other property both public and private. All limbs sixteen inches (16”) or greater shall be removed solely through the use of a crane;

minimum twenty-five (25) ton with a ninety-foot (90’) reach.

Vehicles and equipment used to perform tree removal services (e.g., aerial lift, wood chipper, support vehicles) shall, to the extent feasible, be positioned on paved or gravel surfaces. When it is necessary to operate vehicles or equipment on turf or on tree root zones the Company shall use ground protection equipment to protect soil compaction and turf damage.

3.3.4. Service Item 4: Root Removal

Without doing damage to the tree, selectively remove large surface roots starting three feet (3’) out from the trunk of the tree, removing the root to the end of the run, while never removing more than twenty-five percent (25%) of a tree’s root system in any one (1) root pruning. Shall include at least a two-man (2-man) crew, chipper, and large crew truck.

3.3.5. Service Item 5: Site Clearing

A tract of land located in right-of-ways, easements, public property and private property that may include overgrown vegetation and may include small trees (less than six inches (6”) in diameter), bushes, vines, and other vegetation obstructions which need to be removed including any significant root systems. May require use of bush-hog. May require skid steer for earth digging and/or earth to be moved.

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3.4. Designated Areas (Repair Locations).

Repair location(s) will be within Charlotte Water’s service area, or on Charlotte Water property, and will be defined by a City Designee. Should the Company be requested to perform work outside of the agreed upon location, the City Designee must be contacted for written approval. Any repair services that are done without written approval will be at the expense of the Company and will not be reimbursed by the City.

3.4.1. Clean-Up Work

The Company shall ensure that each work site is completely cleaned up at the end of each day, unless given permission by the City to do otherwise. The clean-up work shall include washing streets with high pressure water when necessary, removing debris, and removing equipment from the site as necessary. All brush, branches, and logs shall be removed from the site.

3.4.2. Noise Control

The Company shall take steps to avoid the creation of excessive sound levels for employees, the public, or the site and adjacent property owners.

3.4.3. Under no circumstance shall brush, stumps, or debris be buried or burned.

3.4.4. Trees, limbs, and debris shall be immediately removed from streams, ditches, and wet areas using methods that will minimize dragging or scarring the banks or stream bottom.

3.4.5. City does not warrant or guarantee the availability or use of any dump sites.

Company must coordinate directly with owners of all final disposal sites. All final disposal sites must be approved, in writing, by the City. The City will maintain ownership of all reduced and unreduced assigned to the Company for removal until the debris reaches the final disposal site. The Company will, at no time, take ownership of the debris unless approved, in writing, by the City.

3.4.6. Payment for disposal costs such as tipping fees incurred by the Company at permitted disposal facilities, or other City approved sites that meet local, state, and federal regulations for disposal, will be made at the cost incurred by the

Company. Disposal costs for tipping fees must be submitted to the City for review and approval prior to the Company disposing of debris at such final disposal sites or landfills. The types of debris that may incur disposal costs must also be submitted to the City for review and approval. City must furnish a copy of the invoice received by the disposal facility, all scale or load tickets issued by the disposal facility, and proof of Company payment to the disposal facility.

Tipping fees need to be listed as a separate item on all tickets/invoices.

3.5. Frequency of Services.

Services will be requested on an as needed basis. Although estimated utilization is provided on the price sheet, these numbers do not guarantee work based on those estimates.

3.6. Materials.

The City will not be responsible for furnishing any materials under this Contract. The

Company shall be responsible for providing all materials required for the provision of

Services.

The City reserves the right to inspect the condition of the equipment to be used.

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3.7. Company Service Responsibilities.

• Company shall be responsible for contacting N.C. One Call for all utility lines to appropriately be marked prior to any excavation services being performed. Company shall make the necessary repairs or pay all costs incurred to repair damaged utilities, as determined by the affected utility company.

• Company shall dig with care when approaching the location of utility lines, at such time hand tools or vacuum excavations techniques would need to be implemented to expose the utilities. Company must be aware of abandoned lines as they can be utilized at a later date by the City.

• Some trees and vegetation which are to be removed under this Contract may be blocked or entangled with overhead power, telephone, and television cables. In this case, it shall be Company’s responsibility to coordinate directly with the utility owners to arrange for the removal of the debris without damage to the overhead utility lines. Company shall pay all such costs to the utility company for any adjustments for damages caused by the Company’s removal activities/operations.

• If holes cannot be filled in with soil or grindings immediately upon excavation by the Company, the task must be completed within a twenty-four (24) hour period after excavation is complete. Company cannot leave the site until safety barricades are placed around hole for pedestrian and vehicular safety.

• Company shall be responsible for notifying in writing, the City Designee should a hole not be able to be filled during the initial Service Request within four (4) hours of initial Service Request.

• All debris from tree removal shall be cleaned up and removed before the work crew leaves the site unless given permission by the City to do otherwise. All lawn areas shall be raked, all streets and sidewalks swept, and all brush, branches, and logs shall be removed from the site. S i t e areas are to be left in a condition equal to that which existed prior to the commencement of tree removal operations.

Stump grindings not used in the backfilling of stump holes shall also be removed from site.

• Unless directed otherwise it shall be the responsibility of the Company to remove and dispose of all logs, brush, and debris resulting from the tree removal operations at no additional cost to the City.

• Debris shall be reasonably compacted into the hauling vehicle. No limbs shall be allowed to protrude more than six inches (6”) beyond the sides of the truck bed. Any debris extending above the top of the bed shall be secured in place to prevent it from falling off. Measures must be taken to avoid the blowing of debris out of the hauling vehicle during transport to the disposal site.

3.8. Liability for Damage to Property and/or Plant Material.

• Any damage caused by the Company shall be repaired immediately at no additional cost to the City.

• The Company is responsible for ensuring that all Services are performed in a safe and responsible manner. Any damage done to either City property or private property shall be the responsibility of the Company to repair, or to make arrangements to repair with City approval. Any property or plants damaged during the course of the work shall be restored by the Company to a condition that is equivalent to the condition before the damage was done. This shall be done prior to final payment issuance.

• Damage to property and plant material must be corrected prior to leaving the job site.

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3.9. Supervision.

City Supervision: The Contract resulting from this RFP will be under the direct supervision of the City or its authorized representative. Any alterations or modifications of the Services performed under this Contract shall be made only by written agreement between the

C o m p a n y and the City and shall be made prior to the commencement of the altered work. No claims for extra work or materials will be allowed unless covered by written agreement and signed by both parties.

Work Crew Supervision: Company shall provide qualified supervision of each crew at all times while working under this Contract. Each supervisor shall be authorized by the

Company to accept and act upon all directives issued by the City.

3.10. Standard Services and Standard Contract Service Times.

Standard Contract hours for the Services shall be Monday through Friday, 7:00 a.m. to 5:00 p.m., and submitted Unit Prices for Standard Services would be governed by these Service times.

Company shall complete jobs within seven (7) days of receiving notification of mobilization.

Should a repair require urgent attention, the City shall notify the Company that the situation should be given top priority and the need for the job to be completed in a timely manner.

Company must be prepared to work with both City staff and private property owners with regards to scheduling work.

Company shall provide Unit Prices for Standard Services.

3.11. Emergency Services.

Emergency service may be required on an as-needed basis to perform Services afterhours, on holidays, on weekends, and in the event of an immediate disaster emergency, such as a natural disaster.

Company must have a crew on site to begin work no more than two (2) hours after receiving notification of mobilization for an emergency service.

Company shall supply a list of two (2) employee names and telephone numbers for contacting to request emergency services and must provide updates to this list to the City as changes occur.

In the event of an immediate disaster emergency, such as a natural disaster, Company will provide a Project Manager to the City. The Project Manager shall provide a telephone number to the City with which he or she can be reached for the duration of the disaster emergency event. Company Project Manager must be available twenty-four (24) hours a day, or as required by the City.

Company shall provide Unit Prices for Emergency Services.

3.12. Safety and Equipment.

3.12.1 Safety

Company employees shall wear all Occupational Safety and Health

Administration (O.S.H.A.) required safety equipment while working at sites.

Company is required to provide a copy of its safety standards and policies with its

Proposal. Company shall be solely responsible for employee, pedestrian, and vehicular safety and shall provide warning devices, barricades, and ground personnel needed to provide safety, protection and warning to person(s) and/or vehicular traffic within the work area.

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Company must strictly adhere to all O.S.H.A. requirements on every job they are called to provide Service for. Should Service personnel deviate from

O.S.H.A. requirements they may be asked to cease work until appropriate requirements can be met and safety attire is worn. Any portion of work that results in over-time due to the above-mentioned situation shall not be billed to the City but shall be absorbed by the Company.

3.12.2…