Bypass Pumping Services.pdf

REQUEST FOR PROPOSALS

BYPASS PUMPING SERVICES

RFP #FY27-RFP-07

CITY OF CHARLOT T E

NORTH CAROLINA

JULY 28, 2026

REQUEST FOR PROPOSALS

RFP #FY27-RFP-07

Bypass Pumping Services

July 28, 2026

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

Charlotte Water is using the Bonfire/Euna 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 its Proposal. Companies accept all risks of late delivery regardless of fault. In addition, Companies accept all risks if the file is corrupted, incorrect, incomplete, or not attached. Any Proposal received after the date and time specified, regardless of the mode of delivery, shall not be considered.

A Non-Mandatory Virtual Vendor Pre-Proposal Conference for the purpose of reviewing the RFP and answering questions regarding the Services will be held on August 11, 2026 at 2:00 p.m. A video conferencing line has been set up for Companies to attend the Pre-Proposal Conference. No onsite meeting will be held, and Companies should not come to the City expecting to attend in person. While attendance at the Pre-Proposal Conference is not mandatory, all interested Companies are encouraged to participate.

Click here to join the Vendor Pre-Proposal Conference and to view the presentation on your computer – https://teams.microsoft.com/meet/219193260823267?p=DYW2ZH9MHnHbHpe4Mx To join via phone only - 872-256-4172 Conference ID: 975 278 981#

Please have a copy of the RFP available for reviewing during the Vendor Pre-Proposal Conference. Proposal submissions are due no later than September 1, 2026 at 2:00 p.m.

All times stated in this RFP shall be of the Eastern Time Zone (ET).

The City is an equal opportunity purchaser.

Sincerely, Matthew Newlon Charlotte Water Procurement Manager – Commodities, Services, and Technology https://charlottenc.bonfirehub.com/ https://teams.microsoft.com/meet/219193260823267?p=DYW2ZH9MHnHbHpe4Mx

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 Microsoft Word format (with redlines/tracked changes).

Step 5 Monitor the Procurement Portal for any addendums and/or responses to questions.

If you plan to submit a Proposal, you must submit all required documents and respond to all questions within the Procurement Portal for the RFP.

If awarded a contract, your company will be required to provide an insurance certificate(s) that meets or exceeds the requirements set forth in the Sample Contract.

Table of Contents

TABLE OF CONTENTS

1. INTRODUCTION

1.1. OBJECTIVE

1.2. DEFINITIONS

1.3. ACCURACY OF RFP AND RELATED DOCUMENTS

1.4. CITY’S RIGHTS AND OPTIONS

1.5. EXPENSE OF SUBMITTAL PREPARATION

1.6. PROPOSAL CONDITIONS

2. PROCUREMENT PROCESS

2.1. SCHEDULE AND PROCESS

2.2. INTENT TO BID

2.3. INTERPRETATIONS AND ADDENDA

2.4. VENDOR PRE-PROPOSAL CONFERENCE

2.5. SUBMISSION OF PROPOSALS

2.6. CORRECTION OF ERRORS

2.7. EVALUATION

2.8. CONTRACT AWARD BY CITY COUNCIL. (ANTICIPATED)

2.9. VENDOR INCLUSION

3. SCOPE OF BYPASS PUMPING SERVICES

3.1. GENERAL SCOPE

3.2. EQUIPMENT/LABOR

3.3. COMPANY RESPONSIBILITIES

3.4. CITY RESPONSIBILITIES

3.5. CAPITAL PROJECTS SUBMITTALS

3.6. SERVICE ORDER REQUESTS AND FOLLOW-UP

3.7. SERVICE ORDER REQUESTS FOR SPECIAL CIRCUMSTANCES

3.8. HAZARDOUS MATERIAL

3.9. EQUIPMENT IDENTIFICATION SIGNS AND SAFETY PRECAUTIONS

3.10. NOISE CONTROL

3.11. PRICING

3.12. MAINTENANCE LEVELS

3.13. MATERIALS

3.14. FINANCIAL STABILITY

3.15. ENVIRONMENTAL PROTECTION

4. PROPOSAL CONTENT AND FORMAT

4.1. PROPOSAL CONTENT

5. PROPOSAL EVALUATION CRITERIA

5.1. QUALIFICATIONS, EXPERIENCE, AND APPROACH

5.2. PROJECT APPROACH/PROPOSED SOLUTION

5.3. COST EFFECTIVENESS AND VALUE

5.4. ACCEPTANCE OF THE TERMS OF THE CONTRACT

Section 1 Introduction and General Information

1. INTRODUCTION.

1.1. Objective.

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

1.2. Definitions.

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

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

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

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

Charlotte Business

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

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

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

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

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

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

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

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

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

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

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

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

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

Project: Refers to the City’s need for a company to provide Bypass Pumping Services for the City.

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

Services: Refers to the Bypass Pumping Services as requested in this RFP.

SBE Goal: If an RFP or Contract has Subcontracting Goals for SBEs, the term SBE is a shorthand way to refer Small Business Enterprise Goals set for the RFP. The SBE Goal represents the total dollars spent with SBEs as a portion of the total Proposal amount, including any contingency.

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

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

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

Subcontracting Goal: Refers to an SBE 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.

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

1.3. Accuracy of RFP and Related Documents.

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

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

1.4. City’s Rights and Options.

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

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

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

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

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

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

1.4.6. To reject any or all Proposals;

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

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

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

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

1.4.11. To issue additional requests for information; and

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

1.5. Expense of Submittal Preparation.

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

1.6. Proposal Conditions.

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

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

1.6.2. Right to Terminate Discussions.

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

1.6.3. Trade Secrets and Personal Identification Information.

Definition.

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

Instructions for Marking and Identifying Trade Secrets.

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

Availability of Proposals to City Staff and Contractors.

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

Availability of Proposals via Public Records Requests.

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

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

• Entire Proposals may not be marked as Trade Secret

• Pricing may not be marked as Trade Secret

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

1.6.4. Statutory Requirements.

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

1.6.5. Reservation of Right to Change Schedule.

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

1.6.6. Reservation of Right to Amend RFP.

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

1.6.7. No Collusion or Conflict of Interest.

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

1.6.8. Proposal Terms Firm and Irreversible.

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

1.6.9. Charlotte Business INClusion Program.

Pursuant to Charlotte City Council’s adoption of the Charlotte Business INClusion (CBI) Policy, the CBI program promotes local business opportunities in the City’s contracting and procurement process for SBEs 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 SBEs on City-funded contracts at both the prime and subcontract level. For SBE participation to count towards a Subcontracting Goal, SBEs must meet both the certification and geographic requirements as detailed throughout this solicitation and in the CBI Policy.

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

1.6.10. Subcontracting.

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

1.6.11. Equal Opportunity.

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

http://www.charlottebusinessinclusion.com/

1.6.12. Use of City’s Name.

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

1.6.13. Withdrawal for Modification of Proposals.

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

1.6.14. No Bribery.

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

1.6.15. Exceptions to the RFP.

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

Exceptions must be submitted under the Acknowledgement Section in the Procurement Portal. If exceptions are not identified in your Proposal, they may not be considered during Contract negotiation and could result in the Proposal being rejected from further consideration. If legal counsel needs to review the Sample Contract prior to signature, reviews must be completed before your Proposal is submitted. The City reserves the right to refuse consideration of any terms not so included. Any proposed changes to the Sample Terms after tentative contract award may constitute a material change to the Company’s Proposal and be grounds for revoking the award.

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

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

1.6.16. Fair Trade Certifications.

By submitting a Proposal, the Company certifies that:

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

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

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

1.6.17. Companies’ Obligation to Fully Inform Themselves.

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

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

1.6.18. Disclaimer.

Each Company must perform its own evaluation and due diligence verification of all information and data provided by the City. The City makes no representations or warranties regarding any information or data provided by the City.

Section 2 Procurement Process

2. PROCUREMENT PROCESS.

This Section 2 contains information about the procurement process for this Project.

2.1. Schedule and Process.

The following chart shows the schedule of events for the conduct of this RFP. The key events and deadlines for this process are as follows, some of which are set forth in more detail in the Sections that follow:

DATE EVENT

July 28, 2026 Issuance of RFP. The City issues this RFP.

August 4, 2026 Intent to Bid. Company submits its intent to submit a Proposal via the Procurement Portal for this RFP by 5:00 p.m.

August 11, 2026 Non-Mandatory Pre-Proposal Conference to be held via the link indicated in Section 2.4 at 2:00 p.m.

August 17, 2026 Submission of Questions. Questions are due by 5:00 p.m.

August 26, 2026 Proposal Submission. Proposals are due by 2:00 p.m. via the Procurement Portal.

August 27 – September 3, 2026

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

September 28, 2026 Contract Award by City Council. (anticipated)

2.2. Intent to Bid.

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

2.3. Interpretations and Addenda.

There are two (2) ways to ask questions about this RFP: (1) submit a question through the Vendor Discussion section within the Procurement Portal; or (2) ask a question at the Vendor 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.

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

2.4. Vendor Pre-Proposal Conference.

A Non-Mandatory Vendor Pre-Proposal Conference will be conducted on August 11, 2026 at 2:00 p.m.

Meeting information is provided below:

Click here to join the Vendor Pre-Proposal Conference and to view the presentation on your computer – https://teams.microsoft.com/meet/219193260823267?p=DYW2ZH9MHnHbHpe4Mx

To join via phone only - 872-256-4172 Conference ID: 975 278 981#

While attendance at the Vendor 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 within the Procurement Portal.

https://teams.microsoft.com/meet/219193260823267?p=DYW2ZH9MHnHbHpe4Mx

Section 2 Procurement Process

2.5. Submission of Proposals.

Proposals must be submitted in the format specified in Section 4 of this RFP by September 1, 2026, on or before, but no later than 2:00 p.m.

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

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

2.6. Correction of Errors.

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

2.7. Evaluation.

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

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

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

RFP.

2.8. Contract Award by City Council. (anticipated)

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

2.9. Vendor Inclusion.

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

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

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

Section 3 Scope of Services

3. SCOPE OF BYPASS PUMPING SERVICES.

3.1. General Scope.

Charlotte Water, a Department of the City of Charlotte, requires bypass pumping. These services include providing pumps and equipment for gravity sanitary sewer collection system/sewage, lift stations, dewatering of large excavation areas, and various process units at the Water Treatment Plants (WTP) and Wastewater Treatment Plants (WWTP) on an as-needed basis. Stationary bypass pumping is needed at plant locations, and mobile bypass pumping is needed for field service orders. Currently, the largest gravity line is 96 inches in diameter. Typical size for gravity line pipes in the field is 8-24 inches. The Company will be responsible for installing equipment and providing services encompassing all aspects of the Scope of Services as outlined in this Section.

The City is requesting proposals from qualified companies that possess sufficient bypass pumping experience to provide equipment and perform the services in accordance with the specifications outlined in this RFP. While the City is flexible with respect to certain elements of its proposed relationship with the Company, the City does have certain preferences for that relationship and has developed the following proposed model for that relationship.

The City expects to establish a long-term relationship with Company(s) and may award multiple contracts. For purposes of this RFP and the Company’s Proposal, assume an initial term of two years with the City having an option to renew for two additional consecutive two-year terms thereafter.

3.2. Equipment/Labor.

On the Pricing Sheet, the Company will provide the equipment in its inventory available to Charlotte Water. Equipment will be utilized in Charlotte Water’s Field Operations Division, Engineering Division, WTPs, and WWTPs.

• The following information is provided on flow rates and pump suctions at the WWTPs. Specific information will be provided per service request. The plant flow rates below are on average days, not for high weather events. Required pump sizes would be as follows:

− 12” Hydraulic Submersibles with power unit, hydraulic lines, etc.

− 8” x 8” Dry Prime

− 12” x 12” Dry Prime

− 14” x 14” Prime

− 18” x 18” Dry Prime

− Skid-mounted pumps would need additional equipment for offloading and handling.

• McDowell Creek WWTP: average flow requirements – 6 millions of gallons per day (MGD) – Peak Flow 9 MGD. This facility needs Hydraulic Submersibles because the distance is too far for dry prime suction.

• Mallard Creek WWTP: average flow requirements – 10.5 MGD – Peak 15 MGD

• Irwin Creek WWTP: average flow requirements – 8 MGD – Peak 11 MGD

• Sugar Creek WWTP: average flow requirements – 15 MGD – Peak 20 MGD

• McAlpine Creek WWTP: average flow requirements – 50 MGD – Peak 80 MGD

• Lift Stations have pump rates from 20 to 21,000 gallons per minute (GPM) and total dynamic head from 35 feet to 300 feet.

• The Company shall clean pipes and pumps. The City will accept pipe/pumps being cleaned by the Company to a certain level, with the City handling final cleaning/sterilization to make sure it is compliant with the City’s potable water specifications (50 parts per million (ppm) is standard for a 24-hour contact time). These are typically swabbed in runs less than 100’ with bleach. In longer runs, they will have to be chlorinated and pass a bacterial test, self-performed from Charlotte Water Lab Services.

• The following information is for WTPs (Franklin, Lee S. Dukes, and Vest), as well as all Charlotte Water booster stations, including Idlewild, Hoskins, Starita, Plaza, Sharon, Sardis:

− Equipment for use in potable water: hoses, size 4, 6, and 8 inches; pumps, electric-driven or diesel-driven; submersible electric or hydraulic-driven. High-density polyethylene (HDPE) is to be used above 8 inches up to 16 inches. All water piping must not have been used previously for sewage or chemical pumping. All water piping and fittings must be sterilized before use (National Sanitation Foundation (NSF) rated).

• The Company shall furnish all equipment, parts, labor, transportation, and supplies for completing the service request listed above and include additional equipment, as required, for lines up to 96 inches in diameter. Equipment shall be operable in the manner it was originally designated to operate.

• All work sites will require the Company to provide the labor to install/connect and dismantle equipment. If this is not required, Charlotte Water will notify the Company prior to equipment delivery.

• If equipment fails at a work site, the Company shall respond to the site within one hour of receiving the notice of equipment failure, unless otherwise agreed upon by the City and the Company.

• The Company shall ensure its personnel is properly trained. Multiple Company points-of-contact may be required to attend a safety orientation and/or other training, such as site walkthroughs for future reference, by the City.

3.3. Company Responsibilities.

The Company must indicate in its proposal how the following responsibilities will be met for each service order request from the City’s Project Manager. As part of its Proposed Solution, the Company must indicate if all requirements can be met. If the Company cannot meet certain elements of the responsibilities outlined below, the Proposed Solution must indicate which areas cannot be met and provide a reason why it cannot be met:

• Provide adequate personnel to ensure City is receiving the best value (e.g. three persons working two hours each is a better value than two persons working four hours each to complete the same task).

• Provide an auto dialer on equipment.

• For safety purposes, the Company shall have at a minimum two individuals at each work site to set up, maintain, or dismantle the bypass pumping equipment.

• Provide a Company point of contact that is available 24 hours day/seven days a week.

• Advise the City Project Manager with technical advice on the type of equipment needed for service orders.

• Provide first responder service to City work site(s), if requested. Should the City need immediate services, the Company is expected to respond directly to the City work site to assess the situation with field staff and provide guidance as soon as feasible.

• From the City’s initial notification of services required, the Company shall arrive to the work site ready to provide and install bypass pump unit(s) within two and a half hours during

Business Hours and four hours during non-Business Hours (nights/weekends/holidays), or as otherwise determined by and between the City and the Company. Due to the nature of the Contract, time is of the essence for all services, from quoting to decommissioning equipment.

The Company shall coordinate the measurement of piping needed for the five WWTPs to keep on file for quote requests.

• Provide required pump(s), pump controller, suction hose, discharge hose, labor (set up, tear down for some work sites), and any other required parts necessary to complete the installation.

• Provide means to aerate ponds/creeks, if requested.

• Provide line plugging. For WTP service order requests, the plugs used shall have a pressure gauge and tail to be inflated and deflated from outside of the manhole. Sizing may require approval by the City before proceeding with services.

• Provide telemetry through wireless communication to monitor water level, if requested.

• Provide detailed invoicing (to identify all factors that comprise the total amount due) in accordance with the Contract pricing.

• Provide pump refueling for continuous pumping over 24 hours, if required.

• Monitor fuel tank levels remotely through wireless communication, if requested, for any volumetric fuel tank.

• Provide a spill guard and spill containment area to go around the bypass pump unit(s), if located in a spill-sensitive area (as identified by the City).

• Dismantle all equipment to perform proper services and/or restore areas to the original state before equipment installation.

• Provide temporary crossings over equipment obstructing flow (of foot/vehicle traffic, water, etc.).

• Provide a solution for the delivery, which includes the setup and dismantling of storage tanks (frac tank). Tanks must be partitioned to allow for adequate contact time for chlorination/dechlorination purposes.

• Depending on the Charlotte Water division/location requesting service, the required services may include:

− Piping set up, equipment delivery, equipment dismantling, fuel addition, monitoring of equipment (via auto dialer and/or in-person staffing). For Engineering Division requests, per task order, the Company may be required to provide a Capital Project Submittal per Section 3.5 to Charlotte Water prior to issuance of a purchase order.

− Equipment delivery, set up, and dismantling.

− Additional lifting and handling equipment necessary for equipment set up and dismantling, including skid mounted pumps, hoses, piping, check valves, leveling dunnage, mats, and other apparatus needed.

− Cleaning of equipment.

3.4. City Responsibilities.

The City shall be responsible for providing the Company with the following services for each service order request:

• Coordinate installation, including Company’s access to fire hydrants, if necessary.

• Provide clear access to the work site.

• Provide needed excavation.

• Provide access to manhole structures.

• Provide information relating to the functional requirements of the particular pump and/or bypass operation.

• Provide the Company with job site conditions, including but not limited to the following:

− gravity: size of line, distance of suction lift to grade

− discharge pipe length

− type of discharge pipe and whether the discharge point is open

− For Lift Stations:

▪ gallons per minute pump output

▪ distance of suction lift to grade

▪ discharge pipe length

▪ type of discharge pipe

▪ type of connection needed to connect the discharge pipe to the force main

• For each service order request, Charlotte Water staff will document in writing any City assistance provided with installation or dismantling services, in which case applicable fees may be eligible for discounts to compensate for the use of the City’s time. All written documentation will be provided to the Company prior to invoicing for the service order.

• Upon each service order request, Charlotte Water staff will provide additional information to the Company on specific service needed, work site, and type of equipment needed. The Company shall communicate with each Charlotte Water location representative regarding their needs, as they may vary for each work site.

• For hazardous material cleanup at WTPs or WWTPs, the City’s hazardous material contractors will work in conjunction with the Company.

• The City will provide the Company with contact information for applicable Charlotte Water staff after Contract award.

3.5. Capital Projects Submittals.

The Company may be requested to provide bypass pumping service for capital water or wastewater plans (in coordination with a construction project). Piping for potable water bypass pumping projects shall be National Sanitation Foundation (NSF) rated. Piping for potable water bypass pumping projects to be sterilized with hypochlorite at a minimum of 50 ppm for 24 hours. After a 24-hour period, flush accordingly and take samples for Bac T testing. Charlotte Water will perform Bac T testing. Pumping system cannot be activated until Bac T test shows thorough disinfection.

Submittals shall include the following:

• Staging areas for pumps

• Number, size, material, location, and method of installation of suction piping

• Number, size, material, method of installation, and location of installation of discharge piping

• Bypass pump sizes, capacity, number of each size to be on site and power requirements, turn down capacity and redundancy

• Calculations of static lift, friction losses, and flow velocity (pump curves showing pump operating range shall be submitted). All hydraulic calculations and drawings shall be provided by the Company and stamped by a Professional Engineer currently licensed in North Carolina.

• Standby power generator size, location (if electric pumps are used)

• Information on Automatic Transfer Switch (if standby generator is provided)

• Downstream discharge plan

• Method of protecting discharge manholes or structures from erosion and damage

• Sections showing suction and discharge pipe depth, embedment, select fill and special backfill

• Method of noise control for each pump and/or generator

• Any temporary pipe supports and anchoring required

• Design plans and computation for access to bypass pumping locations indicated on the drawings

• Calculations for selection of bypass pumping pipe size

• Schedule for installation of and maintenance of bypass pumping lines

3.6. Service Order Requests and Follow-up.

Charlotte Water’s staff will contact the Company for a service request via telephone. The Company shall respond to the City’s telephone call within one hour during normal Business Hours and non- Business Hours. Companies will be called using a rotational basis for all service requests, and services will be sought through the Company that responds first via telephone to the Charlotte Water staff.

Upon completion of a service request, the Company shall call the Charlotte Water staff to confirm services are complete. Charlotte Water may issue a notice of completion in writing.

The applicable Charlotte Water designee will verify that the services have been completed to satisfaction. For each service order request, if Charlotte Water staff assists with installation or dismantling services, applicable fees shall be discounted accordingly.

3.7. Service Order Requests for Special Circumstances.

Charlotte Water will notify the Company when a work order qualifies as a special circumstance. If the Company has accepted a service order and provided a time frame for delivering equipment, but is subsequently unable to fulfill that request, any fees or penalties resulting from the State of North Carolina and/or Federal Environmental Protection Agency may be passed along to the Company.

Service order requests for special circumstances will be made based on, but not limited to, the following criteria:

• Manhole overflowing and water cannot stop flowing

• Drop crossing creek

• City is not able to transfer sanitary sewer, and flow cannot reach one manhole from the other

• Blocked line

• Pipe collapsed

• Damaged line

• Failure of Lift Stations

• Force Main failure (requires pumping around damaged section)

3.8. Hazardous Material.

The City shall not be charged for any type of hazardous material clean up, unless mutually agreed upon in writing by both parties prior to clean up. The Company shall receive an approval signature from a Charlotte Water supervisor for such charges to be borne, in whole or in part, by the City.

3.9. Equipment Identification Signs and Safety Precautions.

At all locations except WTPs and WWTPs, the Company shall display a pair of identification signs on all motorized equipment, vehicles, storage trailers, etc. used (owned, leased, rented, or borrowed) by the Company to provide services. Delivery vehicles used exclusively for delivery of equipment to work site are excluded from this requirement. The signs shall be attached to each side of the equipment at all times. Charlotte Water may make written exceptions to this requirement on a case-by-case basis, should the Company have justification.

Signs shall conform to the following general requirements:

• Size: 1.0 square foot (minimum)

• Lettering shall be appropriately sized, based on sign size

• Produced for outdoor use

• Lettering (or background) shall be reflective

• Contain minimum information of:

− Company’s name

− Company’s city and state

− Company’s business phone number (include area code if outside local calling area)

Signs which are defaced, vandalized, removed, damaged, or which become outdated, shall be replaced within 48 Business Hours. All costs associated with signs shall be considered incidental to the Contract.

The Company shall maintain equipment in a safe condition at all times. Brakes on all equipment shall be properly maintained and operative at all times. The Charlotte Water safety representative or designee may conduct periodic inspections of equipment, and reserves the right to suspend operations if, using their professional discretion, the equipment or work itself is not occurring in a safe manner. The Company shall correct the safety concern and may not resume work until approval is received from the Charlotte Water safety representative.

3.10. 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 and incorporate noise prevention measures for any and all equipment used to insure minimum noise impact on the surrounding areas. The Company shall comply with the City of Charlotte and Mecklenburg County noise ordinances.

3.11. Pricing.

Companies shall provide pricing in accordance with the Pricing Sheet requirements listed below and in Section 4. The Pricing Sheet shall include the following for each item:

• Name

• Description

• Unit of Measure

− Pricing for the same item may be proposed in various tiers for long-term savings to the City (day, week, month, quarter, etc.)

• Unit Price

All pricing shall be firm and fixed for the initial two-year term of the Contract. Thereafter, price adjustments may be considered, to take effect during each renewal term(s), providing that the Company submits a request, in writing to the City, at least 60 days prior to the Effective Date of the immediate subsequent renewal term.

Hourly rates shall reflect wages, general and administrative expenses, and profit.

Charlotte Water shall not pay for installation or dismantling services completed by its staff.

Companies shall provide a full inventory of all equipment and associated labor available for use under the Contract. Pricing shall be all-inclusive and cover every aspect of the services, including daily maintenance, labor, installation, and fuel for pumps.

For equipment that runs constantly without interruption for over a 24-hour period, Companies may propose a flat service fee for maintenance of equipment based on the Maintenance Levels defined herein to meet the City’s requirements. If a Maintenance Level fee is applied to any service order, the Company will be responsible for the following maintenance and information provision:

• Provide City Project Manager with a daily log of all fuel related activities for equipment during duration of service request.

• Ensure pumps are operable and running adequately to perform the requested service. Any inoperable or leaking equipment will be removed from the work site and replaced immediately.

• The Company shall provide the City with equipment maintenance records in chronological order for total service request.

• The Company shall provide the City with chronological records of all activities impacting the service request.

3.12. Maintenance Levels.

For equipment that runs constantly without interruption for over a 24-hour period, the following maintenance…