Aa. RFP 269-2026-1783 CATS General Maintenance and Repair Service draft 5-27-25.docx

Request for Proposals

CATS Facilities general maintenance and repair services

RFP # 269-2026-1783

City of Charlotte North carolina

August 5, 2026

REQUEST FOR PROPOSALS

CATS General Maintenance and Repair Services

AUGUST 5, 2026

Interested Company:

The City of Charlotte, North Carolina, is now accepting Proposals for Plumbing Maintenance and Repair 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 Tuesday, August 18 at 11:00 pm (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 – Non-Mandatory, Pre-Proposal Meeting: CATS General Maintenance and Repair To join via phone only - 872-256-4172 Conference ID: 662 701 924# Please have a copy of the RFP available for reviewing during the Pre-Proposal Conference.

Proposal submissions are due no later than September 8, 2026 at 3:00 p.m (EST).

An electronic copy of the RFP in Microsoft Word format may be obtained on the Bonfire Procurement Poral by searching for the RFP Title or Number.

RFP questions must be directed to Andre Branch, Department of Contracting and Procurement, per the enclosed instructions in Section 2.2.

The City is an equal opportunity purchaser.

Sincerely, Andre Branch Transit Procurement Officer

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.

If you plan to submit a Proposal, you must follow this checklist and include everything detailed below.

Proposal Format - Proposals should be formatted as follows:

Cover Letter per Section 4.1.1 Proposed Solution per Section 4.1.2 Section 6, Form 1, Request for Proposal Acknowledgement Section 6, Form 2, Addenda Receipt Confirmation Section 6, Form 3, Proposal Submission Section 6, Form 4, Pricing Worksheet Exceptions to any part of the RFP (If you take any exceptions to anything in this document list it in a category in your Proposal, please complete the Exceptions form found in the Procurement Portal as Additional Documentation, and offer an alternative solution.)

The above items constitute all that must be included in the Proposal. If awarded a contract, you will be required to provide an insurance certificate that meets or exceeds the requirements set forth in Exhibit A – Sample Contract (Section 12 of General Conditions).

It is the Company’s responsibility to check the City’s Procurement Portal (Bonfire) at the following link CATS General Maintenance and Repair Services for any addenda or changes to this Project.

TABLE OF CONTENTS

EXHIBIT A, SAMPLE CONTRACT ………………………………………………………. 24

CBI FORM 3, SUBCONTRACT/SUPPLIER UTILIZATION FORM….…………………53

Table of Contents

1. Introduction.

1.1. Objective.

The objective of this RFP is to solicit Proposals that will enable the City to determine which Company and Proposed Solution will best meet the City’s needs for the Services detailed in the Scope of Work. Contractor is responsible for operating and performing scheduled and unscheduled maintenance and repairs on the systems and Equipment in the Facilities. The Contractor will provide all supervision, labor, material, spare parts, supplies, equipment, tools or special tools and services, in order to operate and maintain all Equipment in a First Class Condition, consistent with the Service Expectations.

1.2. Definitions.

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

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

Company Project

Environmentally

Post-Consumer

Small Business Enterprise/SBE: Refers to a business enterprise that is certified by the City of Charlotte under Part E of the CBI Policy as meeting all of the requirements for SBE certification.

Specifications and

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

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

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

1.4.6. To reject any or all Proposals;

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

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

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

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

1.4.11. To issue additional requests for information; and

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

1.5. Expense of Submittal Preparation.

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

1.6. Proposal Conditions.

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

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

1.6.2. Right to Terminate Discussions.

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

1.6.3. Trade Secrets and Personal Identification Information.

Definition.

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

Instructions for Marking and Identifying Trade Secrets.

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

Availability of Proposals to City Staff and Contractors.

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

Availability of Proposals via Public Records Requests.

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

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

· Entire Proposals may not be marked as Trade Secret

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

1.6.4. Statutory Requirements.

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

1.6.5. Reservation of Right to Change Schedule.

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

1.6.6. Reservation of Right to Amend RFP.

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

1.6.7. No Collusion or Conflict of Interest.

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

1.6.8. Proposal Terms Firm and Irreversible.

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

1.6.9. Charlotte Business INClusion Program.

Pursuant to Charlotte City Council’s adoption of the Charlotte Business INClusion (CBI) Policy, the CBI program 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 may negotiate an SBE goal with the awarded Company. The City would like the Company to list the firms it intends to utilize as subcontractors on the Form 3 - Subcontractor Utilization form attached in the “Public Files” of the solicitation in the Procurement Portal. Failure to submit this form with the Proposal could render the Proposal non-responsive.

City certified SBE 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: Note: Unless otherwise stated herein, this section is only applicable to purchases made by or on behalf of the Aviation Department. 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 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 clearly and explained in writing: a) in your Proposal, b) by filling out the Exceptions Form provided in the Procurement Portal, c) uploading a redlined version of the RFP or Sample Contract using Microsoft Word; and must specifically reference the relevant section(s) of this RFP or Sample Contract. 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 a Proposal. Failure to do so will be at the Company’s own risk.

1.6.19. Environmentally Preferable Purchasing.

The City promotes the practice of Environmentally Preferable Purchasing (EPP) in acquiring products or services. Applicable EPP attributes that may be taken into consideration as environmental criterion include the following:

Companies able to supply products or services containing any of the applicable environmentally preferable attributes that meet performance requirements are encouraged to offer them in the Proposal using the provided Questionnaire in the Procurement Portal. Companies must provide certification of environmental standards and other environmental claims, such as recycled content and emissions data or a formal statement signed by a senior company official.

1.6.20. 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 1 Introduction and General Information

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:

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 August 11, 2026 at 5:00pm (EST).

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 August 18, 2026 at 11:00 AM EST. Meeting information is provided below:

Click here to join – Non-Mandatory, Pre-Proposal Meeting: CATS General Maintenance and Repair To join via phone only - 872-256-4172 Conference ID: 662 701 924# While attendance at the Pre-Proposal Conference is not mandatory, all interested Companies are encouraged to attend. If special accommodations are required for attendance, please notify the City in advance through the Vendor Discussion section of the Procurement Portal.

2.4. Submission of Proposals.

Proposals must be in the format specified in Section 4 of this RFP by September 8, 2026 on or before but no later than 3:00 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. Reserved.

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.

Section 2 Procurement Process http://charlottenc.gov/vendors

3. SCope of CATS GENERAL MAINTENANCE AND REPAIR SERVICES.

3.1. General Scope.

Contractor shall provide the General maintenance and repair services on equipment at CATS Facilities throughout the City of Charlotte and surrounding areas as needed or required, as described in Service Level agreements:

1. EMERGENCY RESPONSE

Contractor's personnel shall be available at all times on an on call basis via pager, radio or telephone. Radios should be programmed to the Facility in which they are used. Answering machines and/or voice mail are not acceptable.

2. EQUIPMENT FAILURE

For each Facility, Contractor shall provide complete replacement services in the event of an Equipment Failure involving any of the mechanical and electrical systems identified herein. Such services shall include providing the necessary supervision, labor, and services - plus all tools, equipment, materials and supplies required to replace; and upon failure, any systems equipment, component, or appurtenances regardless of size or type and whether the failure was from normal or catastrophic causes subject to the following:

All parts, equipment and/or components replaced or newly installed in the system shall be factory new and free of defects in title, materials and workmanship at the time of their delivery and installation. Each component of the system shall conform to the specifications published by the manufacturer of the component. All materials supplied will be new, first quality products meeting or exceeding original equipment manufacturer ("OEM") specifications.

However, if approved by Charlotte Area Transit System General Manager of CATS Facilities, Contractor may use rebuilt parts of original manufacturer or new parts of another manufacturer if approved by original manufacturer for use in specific piece of equipment or system.

Within 30 days after the Effective Date of this Agreement, Contractor shall submit a spare parts, materials and supplies inventory to the General Managers of Facilities for review and approval, derived from the equipment manufacturer's minimum recommendations. Supplies shall include a variety of adhesives suitable for various applications as approved by General Managers. During the term of this Agreement, Contractor shall deliver to each General Manager no later than the fifth day of each subsequent quarter a current inventory of spare parts, materials and supplies on hand.

In addition, Contractor shall keep a daily log of parts and materials used, which will be subject to periodic review by the CATS Facilities General Managers.

3. FIRST CLASS CONDITION

Contractor shall ensure that all Facility Equipment and systems are operating and maintained in First Class Condition. Such responsibility shall include any and all Equipment, components, and appurtenances - as well as controls and systems maintenance.

Contractor shall be responsible for all other Equipment and systems and the repair and/or replacement of any parts, components, and appurtenances as required to provide complete functioning Equipment and systems in First Class Condition. Contractor shall replace any piece of Equipment, which fails and cannot be repaired as required for the resumption of normal First Class Condition.

Contractor shall replace any piece of Equipment, which fails and cannot be repaired as required for the resumption of normal First Class Condition.

4. FIRST CLASS CONDITION ASSESSMENT LIST

At Agreement commencement, all Equipment, components and appurtenances are presumed to be in First Class Condition. However, any items requiring immediate attention will be entered on a First Class Condition Assessment List developed by the Contractor and approved by the CATS Facilities Staff. The Contractor shall maintain the item in operating condition for the term of the Agreement, CATS Budget Replacement is added. Contractor's First Class Condition Assessment List shall be completed within 30 days after the effective date of this Agreement.

5. PREVENTIVE MAINTENANCE

Scheduled Preventive Maintenance (PM) work on all equipment and systems must be performed as required by the Preventive Maintenance (PM) schedule. The level of Preventive Maintenance shall prevent and/or immediately resolve conditions such as, but not limited to, the following:

mm) Chiller integrity

ss) Basic carpentry

tt) Garage door maintenance

uu) Basic wall repair

Contractor shall submit a PM schedule for Equipment monthly, no later than the fifth day of each month, or as requested by the General Manager of CATS Facilities.

6. ROUTINE MAINTENANCE AND REPAIR

Routine maintenance and repair shall mean those services performed as requested by the General Manager or their designated representative and not otherwise classified as Preventive Maintenance, Emergency Response or Equipment Maintenance. Routine maintenance and repair requests will be communicated to the Contractor verbally or by work order.

Contractor shall respond to correct the reported condition within one hour of receipt of request for service.

7. SCOPE OF SYSTEMS OPERATION AND MAINTENANCE

Contractor is responsible for operating and performing scheduled and unscheduled maintenance and repairs on the systems and Equipment in the Facilities.

The Contractor will provide all supervision, labor, material, spare parts, supplies, equipment, tools or special tools and services, in order to operate and maintain all Equipment in a First Class Condition consistent with the Service Expectations.

While the City is flexible with respect to certain elements of the CATS General Maintenance and Repair Services, the City has specific requirements and preferences for the Service delivery method.

Section 3 Scope of Services

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;

· The “Request for Proposal Acknowledgement” Form;

· The “Addenda Receipt Confirmation” Form;

· The “Proposal Submission” Form;

· The “Pricing Worksheet”;

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

Companies are required to organize the information requested in this RFP in accordance with the format and instructions outlined above and detailed below. Failure to do so may result in the City, at its sole discretion, deeming the Proposal non-responsive. The Company, however, may reduce the repetition of identical information within several sections of the Proposal by making the appropriate cross-references to other sections of the Proposal. Appendices for certain technical or financial information may be used to facilitate Proposal preparation.

4.1 Proposal Content.

4.1.1 Cover Letter.

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

4.1.2 Proposed Solution.

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

4.1.3 Required Forms.

To be deemed responsive to this RFP, Companies must complete, in detail, all Proposal Forms listed in Section 4 (Item C) and the Requested Information section on the Procurement Portal

4.1.4 Exceptions to the RFP.

Companies must review Section 1.6.16 for an overview of Exceptions to the RFP. If you elect to take Exceptions to the RFP, including to the Sample Contract, then the Company must upload a redlined version of the RFP or Sample Contract with their proposal. 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 intends to enter into a City-drafted Contract with the successful Company that contains the terms and conditions set forth in Section 7 (“Sample Terms”). The number and extent of any exceptions and proposed additions to the Sample Terms will be one of the City’s evaluation criteria. If exceptions are not identified by way of an uploaded redline version, then they may not be considered during Contract negotiation and could result in Proposal being rejected from further consideration.

Accordingly, each Company must state specifically in its Proposal any exceptions to the Sample Terms, or any such exceptions will be waived. Any Company-proposed additional terms or conditions must also be included in the Proposal, and 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.

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.

Section 4 Proposal Content and Format

5. proposal evaluation criteria.

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

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

a. Qualifications, Experience, And Proposed Solution;

b. Cost Effectiveness and Value;

c. Acceptance of the Terms of the Contract;

d. CBI Inclusion Efforts.

5.1 Qualifications, Experience, and Proposed Solution.

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

Companies will provide a solution to meet goals stated in Section 3 of this RFP. Companies will state whether and how your Approach and Proposed Solution complies, as well as provide any additional information that further demonstrates your understanding and performance doing the work stated in this Scope of Services.

5.2 Cost Effectiveness and Value.

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

5.3 Acceptance of the Terms of the Contract.

The City will evaluate the Proposals for compliance with the terms, conditions, requirements, and specifications stated in this RFP including the sample contract language provided. Regardless of exceptions taken, Companies shall provide pricing based on the requirements and terms set forth in this RFP. Exceptions shall be identified in accordance with Sections 1.6.16 of this RFP.

5.4 CBI Inclusion Efforts.

The City maintains a strong commitment to the inclusion of SBEs in the City’s contracting and procurement process.

If a firm proposes subcontracting in their submission and is the selected firm, then City staff may negotiate CBI commitments where appropriate with the selected firm.

a. CBI certified companies proposed as potential partners and the scopes of work they could fulfill.

b.These plans will be the foundations for negotiated commitments.

c. They must state their intention to negotiate CBI utilization post selection and/or as tasks are assigned.

d. The submitted utilization plan will be the basis for negotiations. Note: commitments will be solidified before award.

Section 5 Proposal Evaluation Criteria

REQUIRED FORM 1 – REQUEST FOR PROPOSALS ACKNOWLEDGEMENT

RFP # 269-2026-1783

CATS General Maintenance and Repair Services The Company hereby certifies receipt of the Request for Proposals for the City of Charlotte, North Carolina RFP #269-2026-1783, CATS GENERAL MAINTENANCE AND REPAIR SERVICES. This form should be completed upon receipt of the City’s Request for Proposals and included in the proposal as part of Required Forms.

This completed form can also be emailed to the email address below, before August 17, 2026 in preparation for the Non-Mandatory Pre-Proposal…