9-Workforce Management Replacement Consultant RFP - Pre-Proposal Conference Presentation.pdf

Charlotte Water Workforce Management Replacement Consultant

RFP# FY26-RFP-17

Submitting a Responsive Proposal

Pre-Proposal Conference Items

• Housekeeping

• Communication Requirements

• Important Dates

• What is a Responsive Proposal?

• Overview of RFP Specific Sections

• Submission Requirements and Pricing

Worksheet Overview

• Q & A

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What is this Request for Proposals For

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

Improve technician productivity and scheduling Enable real-time communication and data capture in the field Enhance customer service and response times Support long-term digital transformation goals

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

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Housekeeping

• Elizabeth (Leigh) Murray’s Contact Information:

(980) 766-7570

• Any questions regarding the RFP and/or procurement process should be submitted using the Vendor Discussion feature within the Procurement Portal.

• Email your attendance information to Elizabeth.Murray@charlottenc.gov

• Company Name, Contact Name, Email address, Phone number

2/10/2026 4 mailto:Elizabeth.Murray@charlottenc.gov

Communication Requirements

Keeping the integrity of the solicitation process is very important.

• It ensures trust within the community

• It ensures trust between Companies and the City

A communication silence between Companies and Charlotte Water staff until after the solicitation is awarded.

The City reserves the right to disqualify any Company that contacts a City employee or agent concerning this RFP, other than the assigned Charlotte Water Procurement Officer.

All Questions should be submitted through the Vendor Discussion feature within the Procurement Portal.

If unclear about the Scope of Service and/or Contract Terms and Conditions, ask the Procurement Officer before final submission of Proposal.

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Important Dates

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

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

March 2026 – April 2026

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

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

June 1, 2026 Services Commence. The Company begins providing the Services. (anticipated)

What is a Responsive Proposal?

A Company Which Conforms to the Following:

1) Submits Cover Letter, Proposed Solution, and all Required Forms

2) Provides a Fee Schedule and completes the Company’s Background Response Questionnaire Correctly

3) Accepts the Terms and Conditions of the RFP and Sample Contract or Notes Exceptions (Section 1.6.15)

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Request for Proposals (RFP)

Different Sections within the RFP

• Section 1: Introduction and General Information

• Section 2: Procurement Process

• Section 3: Scope of Services

• Section 4: Proposal Content & Format

• Section 5: Proposal Evaluation Criteria

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Section 1: Introduction

Information Provided in this Section includes:

• Request for Proposal’s Terms and Conditions

• City’s Rights and Options in Regard to a Contract Award

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Section 2: Procurement Process

• RFP Schedule Times and Dates

• Instructions on how to submit questions through the Vendor Discussion section of the Bonfire Procurement Portal

• Proposal Submission Information

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Section 3: Scope of Services

• Background

• General Scope

• City’s Implementation Goals

• Project Tasks

• Deliverables List

• Pricing

• Fee Schedule

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Section 4: Proposal Format

What Needs to be Included in your Proposal:

– Cover Letter

– Proposed Solution: Opportunity to highlight your Company

– Company Prepared Fee Schedule; (Bid Table

(Pricing Response)) Worksheet

– Completed Company’s Background Response

Questionnaire

– Required Forms – signed and dated

– Acknowledgements listed in Requested

Information Section of Procurement Portal (Yes/No Responses)

– Exceptions to the RFP

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Cover Letter

• A letter of attesting to the accuracy of your Proposal, signed by an individual authorized to execute binding legal documents.

• The Cover Letter shall include:

‒ Company’s Primary Point of Contact;

‒ Address;

‒ Telephone Number; and ‒ Signature Authority Executive’s Name, Title, Address, E-mail Address, Telephone Number.

• The Cover Letter shall present a brief statement to the Company's understanding of the project; and

• A brief summary or your approach to perform the

Services.

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Proposed Solution

• Opportunity to highlight your company to the Evaluation Team

• Describe, in detail, how and why your Company is the best partner for the City for the Services.

• Include qualifications of your Company to show that you can carry out the requirements of a Contract.

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Bid Table (Pricing Response) Worksheet

Submit your Best Pricing

• Based on the Scope of Work. Pricing should reflect all costs including insurance requirements.

• The City awards service Contracts based on the best value, not necessarily the lowest cost. Ensure you have included realistic pricing to perform the Services

• Pricing must be provided by submitting a completed Fee Schedule Pricing Worksheet (preference for proposers to submit in Microsoft Excel format).

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Section 5: Evaluation Criteria

Proposals will be Evaluated on the Following:

• Qualifications, Experience and Approach: Company’s Background and Experience (Company’s Background Response Questionnaire), including Reference Checks.

Proposed Solution will be evaluated under this criteria.

• Cost Effectiveness and Value.

• Acceptance of Terms and Conditions of the Contract.

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Required Forms

• Proposal Submission Form

• References Form (3 References)

• Key Personnel Form

• MWSBE Utilization Form

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Additional Required Information

• Fee Schedule (Bid Table (Pricing Response)) Worksheet

• Company’s Background Response Questionnaire: Be sure to answer each question completely.

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Sample Contract: City Contract Terms and Conditions

• Read Thoroughly

• States all Terms and Conditions Required to do Business with the City of Charlotte.

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Addenda to the RFP

• Addenda will be issued to answer all questions, notification for all changes and/or clarify scope of work, requirements.

• Addenda will be posted to the Procurement Portal and sent via e-mail to those who attended Non- Mandatory Pre-Proposal Conference.

• All questions after the Pre-Proposal must be submitted through the Vendor Discussion within the Procurement Portal.

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Proposal Submission

• Proposals are due:

• March 3, 2026, at 2:00 p.m.

• Late submissions will not be accepted.

• Proposals must be submitted via the Bonfire Procurement Portal.

• Proposals cannot be sent via email.

• There will not be a public opening of proposals.

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Helpful Links

• City of Charlotte Supplier Registration - http://vendors.charlottenc.gov

• Charlotte Water Vendor Opportunities Website -https://www.charlottenc.gov/water/Work-With-Us/Opportunities

• Charlotte Business INClusion Program Site: Contains Information Regarding MBE, SBE, WBE Certifications and How to Certify -https://charlottenc.gov/GS/procurement/cbi/Pages/default.aspx

• To Apply for SBE Certification or to Find City Certified MBE, SBE, WBE Vendors - https://charlotte.diversitycompliance.com/

2/10/2026 22 http://vendors.charlottenc.gov/ https://www.charlottenc.gov/water/Work-With-Us/Opportunities https://www.charlottenc.gov/water/Work-With-Us/Opportunities https://www.charlottenc.gov/water/Work-With-Us/Opportunities https://www.charlottenc.gov/water/Work-With-Us/Opportunities https://www.charlottenc.gov/water/Work-With-Us/Opportunities https://charlottenc.gov/GS/procurement/cbi/Pages/default.aspx https://charlotte.diversitycompliance.com/

Questions

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