(v.09/15/25)

Request for Proposals # 274-5230-604-Digester Gas Treatment

Title: Digester Gas System – Operational Assistance and Maintenance Services

Issue Date: September 18, 2026

Due Date: October 29, 2026 no later than 2:00PM EST

*LATE PROPOSALS WILL NOT BE ACCEPTED*

Issuing Department: Raleigh Water

Direct all inquiries concerning this RFP to:

Jeffrey Bognar Plant Maintenance Superintendent Email: Jeffrey.bognar@raleighnc.gov

Table of Contents

1. Introduction

1.1 Purpose

1.2 Background

1.3 RFP Timeline

1.4 Pre-Proposal Conference

1.5 Proposal Question

1.6 Proposal Submission Requirements & Contact Information

1.7 Business Engagement & Opportunities

1.8 Rights to Submitted Material

1.9 Communications

1.10 Lobbying

1.11 Conflicts of Interest

1.12 Proposer Expenses

1.13 Proposer Acceptance

2. Proposals

2.1 Request for Proposals Required Document Format

2.2 RFP Documents

3. Proposal Evaluation

3.1 Proposal Evaluation Criteria (Stage 1)

3.2 Interview/Demonstration (Stage 2)

3.3 Final Selection

3.4 Notice to Proposers Regarding RFP Terms & Conditions

3.5 Contract Term……………………………………………………………

4. Scope of Services

Appendix I – Proposal Cost Form

Appendix II – Proposer Questionnaire

Appendix III – Reference Questionnaire (Instructions)

Appendix III – Reference Questionnaire Form

Appendix IV – Sample Contract

Appendix V – Environmental Management System Acknowledgement

Appendix VI - NRRRF Bioenergy Project Gas Handling & Treatment O&M .40

1 INTRODUCTION

1.1 Purpose

The City of Raleigh (COR) is solicitating proposals from one or more firms with which to contract for the following services:

Provide comprehensive operation, maintenance, monitoring, and performance support for the City of Raleigh Neuse River Wastewater Treatment facility’s digester gas cleaning system provided by DMT Carborex. The selected Contractor will be responsible for ensuring reliable, safe, and efficient system performance through full-service support. The intent of this solicitation is to secure a partner with the technical expertise and operational capability to maintain continuous, high-quality treatment of digester gas in accordance with regulatory, environmental, and facility performance standards.

A detailed scope of services is provided in Section 4 of this document.

All information related to this solicitation, including any addenda, will be posted to the North Carolina electronic Vendor Portal (eVP) at https://evp.nc.gov/.

All questions related to this solicitation must be submitted in writing (via email) to the following individual – questions submitted via telephone will not be answered:

Contact Name Email Address Jeffrey Bognar Jeffrey.Bognar@raleighnc.gov

1.2 Background

The City of Raleigh, the Capital City of North Carolina, remains one of the fastest growing areas in the country. A great economy, top educational institutions, and exceptional health care facilities are some of the characteristics that attract people to the triangle area. The mild climate, diverse work force and proximity to Research Triangle Park combine to make Raleigh a great place to live.

Raleigh is a 21st Century City of Innovation focusing on environmental, cultural, and economic sustainability. The City conserves and protects our environmental resources through best practice and cutting-edge conservation and stewardship, land use, infrastructure and building technologies. The City welcomes growth and diversity through policies and programs that will protect and enhance Raleigh’s existing neighborhoods, natural amenities, history, and cultural and human resources for future generations. The City leads to improve quality of life for neighborhoods and standard of living for all citizens. The City works with universities, colleges, citizens, and local partners to promote new technology, create new job opportunities, and encourage local businesses and entrepreneurs. The City enlists and prepares 21st Century staff with the skill sets to carry out the duties of the City through transparent civic engagement and by providing the very best customer service to our citizens.

1.3 Request for Proposal (RFP) Timeline

Provided below is a list of the anticipated schedule of events related to this solicitation. The City of Raleigh reserves the right to modify and/or adjust the following schedule to meet the needs of the service. All times shown are Eastern Time (EST):

RFP Process Date and Time

1.4 Pre-Proposal Conference

If the City of Raleigh elects to conduct a Pre-Proposal Conference or Site Visit, attendance by prospective proposers is strongly encouraged but is not mandatory. Prospective Proposers are encouraged to submit written questions in advance. Date, time, and location of pre-proposal conference is shown above in the RFP Timeline (Section 1.3).

1.5 Proposal Questions

Requests for clarification and questions to this RFP must be received by the City not later than the date shown above in the RFP Timeline (Section 1.3) for the submittal of written inquiries. The firm’s failure to request clarification and submit questions by the date in the RFP Timeline above shall be considered to constitute the firm’s acceptance of all City’s terms and conditions and requirements.

The City shall issue addenda reflecting questions and answers to this RFP, if any, and shall be posted to North Carolina electronic Vendor Portal (eVP). No information, instruction or advice provided orally or informally by any City personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding. Proposers can only rely on written material contained in an Addendum to this RFP.

It is important that all Proposers submitting to this RFP periodically check eVP for any Addenda. It is the Proposers responsibility to ensure that all addenda have been reviewed and, if required signed and returned.

All questions related to this solicitation must be submitted in writing (via email) to the following individual – questions submitted via telephone will not be answered:

Contact Name Email Address Jeffrey Bognar Jeffrey.Bognar@raleighnc.gov

1.6 Proposal Submission Requirements and Contact Information

Proposals must follow the format as defined in Section 2 (PROPOSALS), and be addressed and submitted as follows:

RFP Date

September 18, 2026

Pre-Proposal Meeting/Site-Visit (if required)

N/A

Deadline for Written Questions

October 5, 2026 by 1:00 PM

City Response to Questions (anticipated)

October 16, 2026

Proposal Due Date and Time

October 29, 2026 no later than 2:00 PM

DELIVERED BY US POSTAL SERVICE

MAIL:

DELIVERED BY OTHER DEIVERY

SERVICES:

City of Raleigh City of Raleigh

ATTN: Jeffrey Bognar ATTN: Jeffrey Bognar

8500 Battle Bridge Rd. 8500 Battle Bridge Rd.

Raleigh, NC 27610 Raleigh, NC 27610

RFP No. 274-5230-604-Digester Gas Treatment RFP No. 274-5230-604-Digester Gas Treatment

Proposals must be enclosed in an envelope or package and clearly marked with the name of the submitting company, the RFP number and the RFP Title.

Proposers must submit:

A. one (1) signed original;

B. one (1) electronic version of the signed proposal and;

C. and three (3) copies of the signed proposal.

The electronic version of the Proposal must be submitted as a viewable and printable Adobe Portable Document File (PDF) on a USB Flash Drive. Both hard copy and electronic versions must be received by the City on or before the RFP due date and time provided in RFP Timeline (Section 1.3). Proposals received after the RFP due date and time will not be considered and will be returned unopened to the return address on the submission envelope or package.

Proposers must respond to the entire Request for Proposals (RFP). Any incomplete proposal may be eliminated from competition at the discretion of the City of Raleigh. The City reserves the right to reject any or all proposals for any reason and to waive any informality it deems in its best interest.

Proposals that arrive after the due date and time will not be accepted or considered for any reason whatsoever. If the firm elects to mail in its response, the firm must allow sufficient time to ensure the City’s proper receipt of the package by the time specified in the RFP Timeline (Section 1.3).

Regardless of the delivery method, it is the responsibility of the firm to ensure that their proposal arrives at the designated location specified in this Section by the due date and time specified in the RFP Timeline (Section 1.3).

1.7 Business Engagement & Opportunities

The City of Raleigh maintains processes to conduct business with all business enterprises, including small, emerging, growing, under-capitalized, and under-resourced firms or organizations.

1.8 Rights to Submitted Material

All proposals and supporting materials, as well as correspondence relating to this RFP, shall become the property of the City. The content of all submittals will be held confidential until the selection of the firm is made. Proposals will be reviewed by the Evaluation Team, as well as other City staff and members of the general public who submit public record requests. Any proprietary data must be clearly marked. In submitting a Proposal, each Prospective Proposer agrees that the City may reveal any trade secret materials contained in such response to all City staff and City officials involved in the selection process and to any outside consultant or other third party who serves on the Evaluation Team or who is hired by the City to assist in the selection process.

Proposals marked entirely as “confidential”, “proprietary”, or “trade secret” will be considered non-responsive and will be removed from the evaluation process.

1.9 Communications

All communications of any nature regarding this RFP with any City staff, elected City officials, evaluation committee members, are strictly forbidden from the time the solicitation is publicly posted until award. Questions must be submitted in writing to the individual designated in Section

1.1 (Purpose), prior to the deadline provided in the RFP Timeline (Section 1.3). Violation of this provision may result in the firm’s proposal being removed from consideration.

1.10 Lobbying

By responding to this RFP, the firm certifies that is has not and will not pay any person or firm to influence or attempt to influence an officer or employee of the City or the State of North Carolina, or any elected official in connection with obtaining a contract as a result of this RFP.

1.11 Conflicts of Interest

City of Raleigh contracts are controlled by three conflict of interest provisions.

First, federal procurement standards are provided in 2 CFR 200.318 (c)(1), No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a Federal award if he or she has a real or apparent conflict of interest.

Such a conflict of interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or a firm which employs or is about to employ any of the parties indicated herein, has a financial or other interest in or a tangible personal benefit from a firm considered for a contract. The officers, employees, and agents of the non-Federal entity may neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts.

Similarly, the North Carolina General Statutes provides a criminal statute for conflicts of interest in public contracting. N.C.G.S. § 14-234(a):

(1) No public officer or employee who is involved in making or administering a contract on behalf of a public agency may derive a direct benefit from the contract except as provided in this section, or as otherwise allowed by law. (2) A public officer or employee who will derive a direct benefit from a contract with the public agency he or she serves, but who is not involved in making or administering the contract, shall not attempt to influence any other person who is involved in making or administering the contract. (3) No public officer or employee may solicit or receive any gift, favor, reward, service, or promise of reward, including a promise of future employment, in exchange for recommending, influencing, or attempting to influence the award of a contract by the public agency he or she serves.

City of Raleigh Charter Section 3.9 regulates private transactions between the City and its officials and employees. The Charter states:

No member of the City Council, official, or employee of the City of Raleigh shall be financially interested, or have any personal beneficial interest, either directly or indirectly, as agent, representative, or otherwise, in the purchase of, or contract for, or in furnishing any materials, equipment or supplies to the City of Raleigh, nor shall any official or employee of the City of Raleigh accept or receive, or agree to accept or receive, directly or indirectly, from any person, firm or corporation to whom any contract may be awarded or from whom any materials, equipment or supplies may be purchased by the City of Raleigh, by rebate, gift, or otherwise, any money or anything of value whatsoever, or any promise, obligation or contract for future reward or compensation, for recommending or procuring the uses of any such materials, equipment or supplies by the City of Raleigh; no member of the City Council, official or employee of the City of Raleigh shall for his own personal benefit operate, directly or indirectly, any concession in any building or on any lands of the City of Raleigh, nor shall any official or employee of the City of Raleigh bid for or be awarded any contract granting concessionary rights of any nature or kind from the City of Raleigh; it shall be unlawful for any member of the City Council, official or employee of the City of Raleigh to bid for or to purchase or to contract to purchase from the City of Raleigh any real estate, equipment, materials, or supplies of any nature or kind whatsoever, either directly or indirectly, at either public or private sale, either singly, or through or jointly with any other person.

1.12 Proposer Expenses

The City of Raleigh will not be responsible for any expenses incurred by any Proposer in the development of a response to this Request for Proposal or any other activities associated with this procurement including but not limited to any onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided, submitted, or given to City of Raleigh and/or its representatives. Further, the City of Raleigh shall reserve the right to cancel the work described herein prior to issuance and acceptance of any contractual agreement/purchase order by the recommended Proposer even if the awarding authority for each entity has formally accepted a recommendation.

1.13 Proposer Acceptance

Submission of any proposal indicates a Proposer’s acceptance of the conditions contained in this RFP. Furthermore, the City of Raleigh is not bound to accept a proposal on the basis of lowest price, and further, the City has the sole discretion and reserves the right to cancel this RFP, and to reject any and all proposals, to waive any and all informalities and/or irregularities and reserves the right to re-advertise this RFP with either the identical or revised scope and specifications if it is deemed to be in the best interests of the City to do so.

The City of Raleigh reserves the right to accept or reject any or all of the items in the proposal, and to award the contract in whole or in part and/or negotiate any or all items with individual Proposers if it is deemed in the best interest of the City to do so. Moreover, the City reserves the right to make no selection if proposals are deemed to be outside the fiscal constraint or not in the best interest of the City.

2 PROPOSALS

Submitted proposals must follow the format outlined below. The City may reject as non-responsive at its sole discretion any proposal that does not provide complete and/or adequate responses or departs in any substantial way from the required format.

2.1 Request for Proposals Required Document Format

Proposals should be on 8-1/2” x 11” (A4-sized) paper, printed on both sides, bound with only removable clips or staples (no 3-ring binders), and divided into sections using tabs to easily identify and separate each section as follows:

2.1.1. Section/Tab 1: Cover Letter

Provide an introduction letter summarizing the unique proposal of your firm to meet the needs of this service requirement. This letter should be presented on the firm’s official letterhead and signed by an authorized representative who has the authority to enter into a contract with the City on behalf of the firm. Additionally, include the name, address, telephone and email address of the individual who serves as the point of contact for this solicitation.

2.1.2. Section/Tab 2: Corporate Background and Experience

Include background information on the firm and provide detailed information regarding the firm’s experience with similar projects, and specifically DMT Carborex systems and access to OEM support. Provide a list of all similar contracts performed in the past five (5) years, specifically 3+ municipal projects, at least one active RNG facility, accompanied by at least three (3) municipal references (contact persons, firm, telephone number and email address).

Include the total amount invoiced for each listed project, the length of the project, and list of those involved in the project who are also proposed for the subject project named in this solicitation.

Failure to provide a list of all similar contracts in the specified period may result in the rejection of the firm’s proposal. The evaluation team reserves the right to contact any or all listed references, and to contact other public entities regarding past performance on similar projects.

2.1.3. Section/Tab 3: Financial Information

Review and provide one of the following three (3) financial statement options:

1. Recent audited or reviewed financial statements prepared by an independent certified public accountant (CPA) that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the audited or reviewed financial statements were prepared more than six (6) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures from the date of the audited or reviewed financial statements to the end of the most recent financial reporting period (i.e., the quarter or month preceding the issuance date of this RFP)).

OR

2. Recent compiled financial statements prepared by an independent CPA that shall include, at a minimum, a balance sheet, income statement (i.e., profit/loss statement) and cash flow statement and, if the compiled financial statements were prepared more than three (3) months prior to the issuance of this RFP, the Proposer shall submit its most recent internal financial statements (balance sheet, income statement and cash flow statement or budget with entries reflecting revenues and expenditures to date), and other evidence of financial stability such as most recently filed income tax return, evidence of a line of credit/loans/other type of financing with statement of amount in use/outstanding balance (e.g., a complete copy commitment letter, loan agreement, billing statement reflecting the line of credit or statement from lender acknowledging the commitment to fund the Proposer’s stated financing), personal guaranty with copies of personal income tax filing and statement of net worth or such other evidence that is accurate, reliable and trustworthy regarding the Proposer’s financial stability.

OR

3. Include a certified, signed statement from a licensed CPA regularly engaged in the review of the firm’s financial information verifying the financial viability of the firm.

All financial information, statements and/or documents provided in response to this solicitation shall be kept confidential provided that EACH PAGE is marked as follows: “CONFIDENTIAL – DO

NOT DISCLOSE EXCEPT FOR THE EXPRESS PURPOSE OF PROPOSAL EVALUATION.“

“Recent” shall be defined as financial statements that were prepared within the 12 months preceding the issuance date of this RFP.

Consolidated financial statements of the Proposer’s parent or related corporation/business entity shall not be considered, unless: (1) the Proposer’s actual financial performance for the designated period is separately identified in and/or attached to the consolidated statements, (2) the parent or related corporation/business entity provides the State with a document wherein the parent or related corporation/business entity will be financially responsible for the Proposer’s performance of the contract and the consolidated statement demonstrates the parent or related corporation’s/business entity’s financial ability to perform the contract, financial stability and/or such other financial considerations identified in the evaluation criteria; and/or (3) Proposer provides its own internally prepared financial statements and such other evidence of its own financial stability identified above.

The firm’s failure to provide any of the above-referenced financial statements may result in the proposal being removed from consideration. Proposers are also encouraged to explain any negative financial information, and to provide documentation supporting those explanations and demonstrating the financial strength of the firm.

2.1.4. Section/Tab 4: Project Understanding, Approach and Schedule Provide a comprehensive narrative, outline, and/or graph demonstrating the firm's understanding and approach to accomplishing the tasks outlined in the Scope of Work section of this RFP. A description of each task and deliverable and the schedule for accomplishing each shall be included.

2.1.5. Section/Tab 5: Team Firm, Experience and Certifications This section must include the proposed staffing, deployment and firm of personnel to be assigned to this project. The Proposer shall provide information as to the Proposals and experience of all executive, managerial, legal, and professional personnel to be assigned to this project, including resumes citing experience with similar projects and the responsibilities to be assigned to each person. A project-specific firm chart which clearly illustrates the roles, responsibilities, and the reporting relationships of each team member should be included.

2.1.6. Section/Tab 6: Cost

In a separate sealed envelope provide a minimum of three (3) complete copies of the Proposal Cost Form and any additional itemized cost breakdown or price schedule. Hourly rates shall be fully burdened to include all costs, all applicable overhead and profit (including lodging, meals, and transportation). Attach any additional pricing details.

2.2 RFP Documents

This RFP is comprised of the base RFP document, any attachments, and any addenda released before the contract is awarded. All attachments and addenda released for this RFP in advance of any contract award are incorporated herein by reference.

3 PROPOSAL EVALUATION

3.1 Proposal Evaluation Criteria (Stage 1)

This is not a bid. There will not be a public opening. The proposals received in response to this RFP will be evaluated and ranked by the evaluation committee in accordance with the process and evaluation criteria contained below. Responses will be evaluated in light of the material and substantiating evidence presented in the response and not based on what is inferred.

After thoroughly reading and reviewing this RFP, each evaluation committee member shall conduct his or her independent evaluation of the proposals received and grade the responses on their merit in accordance with the evaluation criteria set forth in the following table.

The maximum interview/demonstration points a Proposer can receive is five (5) points. The Proposers selected for interviews/demonstrations under this section will be notified in writing of the date and time. The Proposers’ interview/demonstrations shall be based solely upon information provided in each Proposer’s or iginal proposal. No new information may be presented.

Criteria (a)

Weight (b)

Score (0-3)

(a) x (b) Weighted

Score

Corporate Background and References 20

Firm Financial Stability 15

Project Understanding and Approach 20

Team Experience and Capacity 20

Proposed Cost 25

Total Score

Score Points 0- Missing or Does Not Meet Expectation 2- Meets Expectation 1- Partially Meets Expectation 3- Exceeds Expectation

Cost Formula: The cost criterion is rated by giving the proposal with the lowest total cost the maximum number of Cost points available. The remaining proposals are rated by applying the following formula:

1 - B - A x C = D A

A—the lowest Proposer’s cost.

B—the Proposer’s cost being scored.

C—the maximum number of cost points available.

D—Proposer’s cost score (points).

Note: If the formula results in a negative number (which will occur when the Offeror’s cost is more than twice the lowest cost), zero points shall be assigned.

3.2 Interview/Demonstration (Stage 2)

A short-list of firms may be invited to Stage 2, Interview/Demonstration, step of the evaluation process. Interview/demonstrations are an important aspect of the evaluation process that offers the City an opportunity to see how the proposer’s solution meets the critical components of the

RFP.

3.3 Final Selection

Proposals will be evaluated and ranked according to the criteria and weighted values set forth in Section 3.1. Either a final selection for recommendation will be made at this time or the short-list of firms will be invited to participate in Stage 2 of the evaluation process. If Stage 2 is implemented, each firm will be evaluated and assigned a score to determine the best firm for recommendation.

After which negotiations of a contract with the most qualified firm will commence. If negotiations are unsuccessful, the City will then pursue negotiations with the next most qualified firm. All Proposers will be notified of their standing immediately following the City’s decision.

The City shall not be bound or in any way obligated until both parties have executed a contract.

The City also reserves the right to delay the award of a contract or to not award a contract.

3.4 Notice to Proposers Regarding RFP Terms and Conditions

It shall be the Proposer’s responsibility to read the RFP Instructions, the City’s contract terms and conditions (within the sample City Service Contract provided in Appendix IV), all relevant exhibits, attachments, and any other components made a part of this RFP and comply with all requirements and specifications herein. Proposers are also responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFP.

3.5 Contract Term

The contract issued by the City to the awarded proposer will define either a completion date by which the services are to be completed and finished, or a term date by which the services will begin and be provided repeatedly over a specific period. The details of the contract term and any options to renew or extend the contract, will be stated in the contract issued by the City. See Appendix IV for a sample-version of the City’s contract for services.

4 SCOPE OF SERVICES

Awarded proposer shall provide services, all as set forth in this RFP and more particularly described in this Section 4.

4.1 General Description

The Contractor shall provide comprehensive operations, maintenance, monitoring, troubleshooting, optimization, and technical support services for the facility’s DMT Carborex digester gas treatment and handling system. The system is utilized to treat anaerobic digester gas for removal of moisture, hydrogen sulfide (H₂S), siloxanes, volatile organic compounds (VOCs), and other contaminants prior to beneficial use, Renewable Natural Gas (RNG) production, pipeline injection, or flaring. Reference the attached NRRRF Bioenergy Recovery Project Gas Handling & Treatment O&M Manual – Section 9 for all systems involved.

The selected Contractor shall serve as the primary technical resource for operation and maintenance of the digester gas treatment system and associated equipment. Services shall include, but are not limited to, operational support, preventive and corrective maintenance, system monitoring, gas quality testing, media management and replacement, troubleshooting, emergency response support, performance optimization, reporting, and coordination with City Of Raleigh staff.

The intent of this scope is to secure a qualified Contractor with demonstrated expertise in digester gas treatment and RNG systems capable of supporting reliable, safe, efficient, and compliant operation of the facility’s gas treatment infrastructure.

4.2 System Coverage

The scope includes, but is not limited to, the following equipment and subsystems:

Gas coolers and moisture removal equipment

Knockout pots and condensate handling systems

Siloxane and VOC removal vessels

H₂S removal systems and media vessels

Blowers, compressors, valves, piping, and supports

Field instrumentation and analyzers related to gas quality

Control panels and interfaces with the facility SCADA system

All safety systems, including flame arrestors, pressure relief valves, etc.

Waste gas flares and related appurtenances

Reference the attached NRRRF Bioenergy Recovery Project Gas Handling & Treatment O&M Manual – Section 9 for all systems involved.

4.3 Staffing

Contractor shall provide as part of its proposal a full staffing plan to support the requirements of this proposal. Minimum staff requirements are expected to include:

Project management

SCADA/controls support

Instrumentation

Mechanical

Process engineering expertise

All other personnel needed as required by the Contractor.

Contractor shall provide this list for each employee type and include as part of the cost proposal required at the end of this proposal. Fixed hourly rates will be required, including standard time, overtime and holiday rates.

4.4 Transition Plan

Contractor to provide a detailed transition plan with its proposal from the City's current self-performed model to a contractor-led support model. The transition plan shall directly address the following:

First 90-day transition activities

Site familiarization process

Document review process

Spare parts review

Initial condition assessment

Immediate risk mitigation actions

4.5 Operations Services - Remote

The Contractor shall be responsible for operational support of the digester gas treatment and handling system via telephone, Teams or remote diagnostics as requested by the Owner. Anticipated operational services shall include, but are not limited to, the following:

Monitor, troubleshoot, and optimize the digester gas treatment system and associated equipment.

Access to DMT Carborex OEM support is required

Monitor system performance, operating conditions, alarms, gas quality parameters, pressures, flows, temperatures, and process trends on a routine basis sufficient to assist with maintaining reliable system operation.

Recommend adjustments to operating setpoints and system parameters as necessary to maintain target gas quality and system performance.

Coordinate operational activities with City staff regarding system status, maintenance activities, outages, operational changes, process upsets, and planned shutdowns.

Provide operational recommendations intended to improve system reliability, gas quality performance, equipment longevity, operational efficiency, and overall system availability.

Maintain records, logs, and system data associated with gas treatment system performance and activities performed under this Contract.

Coordinate with Owner-designated personnel and third-party compliance support providers, as directed by the Owner, regarding operational information necessary to support regulatory reporting, utility notifications, Renewable Fuel Standard (RFS) activities, and Renewable Identification Number (RIN) program support.

4.6 Maintenance Services

The Contractor shall provide preventive, corrective, predictive, and emergency maintenance services necessary to support reliable operation of the DMT Carborex digester gas treatment and handling system and associated equipment included within the scope of this Contract. The Maintenance Services visits will be scheduled and performed on a quarterly basis, meaning once every 3 months, for a total of 4 visits over the course of each year, through the selected term. The charges covered for these quarterly Maintenance Services visits described herein should include direct employee labor, parts and travel-related expenses.

Maintenance services shall include, but are not limited to, the following:

Perform preventive maintenance activities in accordance with manufacturer recommendations, equipment operating requirements, industry best practices, and Contractor-developed maintenance procedures.

Perform troubleshooting, diagnostic evaluations, corrective maintenance, and repair of equipment and system components included within the scope of services.

Provide qualified personnel, technical expertise, supervision, specialty tools, and equipment necessary to perform maintenance services associated with the digester gas treatment system.

Develop, implement, and maintain an asset-specific preventive maintenance program for equipment covered under this Contract.

Maintain maintenance records documenting inspections, repairs, adjustments, equipment deficiencies, replaced components, and recommended corrective actions.

Coordinate maintenance scheduling and outage planning with City of Raleigh staff to minimize operational disruptions and maintain system availability whenever practical.

Provide emergency maintenance response and technical support for critical system failures, operational upsets, or equipment malfunctions affecting gas treatment operations.

Identify equipment conditions that may adversely affect system reliability, gas quality performance, safety, or operational continuity and provide recommendations for corrective action.

Provide recommendations regarding on-site spare parts inventory, critical spare parts needs, lifecycle concerns, and maintenance planning intended to improve long-term system reliability.

Contractor shall be responsible for maintaining equipment, instrumentation, analyzers, media systems, controls, and appurtenances specifically included within the scope of this Contract.

Maintenance responsibilities shall not include equipment or systems specifically excluded by the Contract documents or determined to be outside the digester gas treatment system operational boundary.

Owner’s third-party contractor shall handle any corrections required to be made to PLCs, historians, and remote monitoring systems.

Access to DMT Carborex OEM support is required.

Refer to attached Maintenance Tasks & Inspection Tasks spreadsheets for additional information and requirements.

Contractor is to complete the Tasks & Inspection Tasks listed as weekly or monthly while they are on-site for their quarterly services.

4.7 Gas Quality Monitoring and Testing

The Contractor shall perform gas quality monitoring, testing, analyzer maintenance, and operational support activities necessary to support reliable operation of the digester gas treatment system and beneficial use or Renewable Natural Gas (RNG) production activities.

Contractor shall outline monitoring methods, corrective actions, and recovery plans needed as part of their proposal.

Gas monitoring and testing services shall include, but are not limited to, the following parameters, where applicable to system operation:

Hydrogen sulfide (H₂S) concentration

Siloxane concentration

Moisture content and dew point

Volatile Organic Compounds (VOCs)

Methane (CH₄), carbon dioxide (CO₂), nitrogen (N₂), and oxygen (O₂) concentrations

Gas pressure, flow, and temperature monitoring

Additional gas quality parameters as required for operational monitoring, equipment protection, utility coordination, or pipeline injection support

Testing and monitoring responsibilities shall include, but are not limited to:

Inspection, calibration, maintenance, and validation of installed gas analyzers, instrumentation, and monitoring equipment associated with the digester gas treatment system.

Routine monitoring and review of gas quality data, system alarms, analyzer trends, and operational performance indicators.

Performance of field verification testing and operational sampling activities at frequencies necessary to support reliable system operation and gas quality management.

Coordination of laboratory testing and third-party analytical services, as directed by the Owner or required to support operational performance evaluation.

Documentation and communication of gas quality conditions, operational concerns, analyzer deficiencies, and abnormal operating conditions affecting system performance or pipeline injection capability.

Prompt notification to designated City personnel regarding gas quality deviations, analyzer failures, operational upsets, or conditions potentially affecting Renewable Natural Gas (RNG) production or utility interconnection requirements.

Provision of operational data and system information reasonably necessary to support Owner-managed regulatory reporting, utility coordination, Renewable Fuel Standard (RFS) activities, and Renewable Identification Number (RIN) program support.

Coordinate with Owner-designated personnel and third-party compliance support providers, as directed by the Owner, regarding operational information necessary to support regulatory reporting, utility notifications, Renewable Fuel Standard (RFS) activities, and Renewable Identification Number (RIN) program support.

4.8 Media Management and Replacement

The Contractor shall provide management, monitoring, coordination, and replacement support services for all treatment media associated with the digester gas treatment and handling system, including but not limited to hydrogen sulfide (H₂S) removal media, activated carbon, siloxane removal media, specialty adsorption media, filtration media, and other treatment materials utilized within the system.

Media management responsibilities shall include, but are not limited to, the following:

Provide detailed labor, media, freight, disposal, and markup costs to for Owner review and approval prior beginning media replacement services. Contractor is required to provide three quotes for the media being procured.

Monitor media performance, loading conditions, pressure differentials, gas quality trends, and operational indicators necessary to evaluate treatment effectiveness and remaining media life.

Develop and maintain procedures or methodologies for predicting media exhaustion, breakthrough conditions, replacement intervals, and operational impacts associated with declining media performance.

Provide timely notification and recommendations to City staff regarding anticipated media replacement needs, degraded performance conditions, breakthrough concerns, or operational conditions affecting gas quality compliance or system reliability.

Coordinate and perform media removal, replacement, change-out, startup support, disposal coordination, and return-to-service activities associated with covered treatment systems.

Handle, transport, manage, and dispose of spent media in accordance with applicable federal, state, local, environmental, and safety regulations.

Provide recommendations regarding spare media inventory levels, storage requirements, and operational contingencies intended to support continuous and reliable system operation.

Maintain records documenting media usage, replacement dates, disposal activities, performance trends, and operational observations associated with media system performance.

Coordinate media replacement activities with City staff to minimize operational disruptions and maintain system availability whenever practical.

Contractor should identify abnormal operational conditions, feed gas variability, moisture carryover, contaminant loading concerns, or equipment conditions that may adversely impact media life, gas quality performance, or treatment system reliability.

Media replacement materials, specialty consumables, and disposal costs may be proposed as separate line-item costs or allowance-based pricing within the Contractor’s proposal, as identified in the Proposal Cost Form.

4.9 Performance Standards

The Contractor shall assist Owner with maintaining the digester gas treatment and handling system in a manner intended to support reliable system performance, equipment protection, gas quality management, and beneficial use or Renewable Natural Gas (RNG) production objectives.

The Contractor shall assist the Owner with utilizing commercially reasonable efforts, recognized industry practices, manufacturer recommendations, and operational expertise to maintain treated gas quality at or better than the following target operating conditions, where applicable to system operation and utility interconnection requirements:

Hydrogen Sulfide (H₂S): ≤ 4.0 ppmv

Total Siloxanes: ≤ 2.0 mg/m³

Moisture / Dew Point: ≤ 1.0 lbs/MMSCF

Oxygen (O₂): ≤ 0.4% by volume

The Contractor shall promptly notify the Owner of observed operating conditions, feed gas variability, equipment deficiencies, process upsets, utility interruptions, analyzer failures, or other conditions that may adversely affect gas quality performance, system reliability, or pipeline injection capability.

Contractor should provide operational recommendations and corrective action recommendations intended to restore and maintain desired system performance whenever gas quality or operational concerns are identified.

4.10 Reporting Requirements

The Contractor shall provide operational, maintenance, performance, and system condition reporting necessary to support effective management of the digester gas treatment system and coordination with City staff.

Reporting requirements shall include, but are not limited to, the following:

Monthly reports summarizing system performance, gas quality trends, operational status, maintenance activities, media usage, alarm conditions, outages, corrective actions, uptime, response times, H₂S events, calibration compliance, PM completion, and downtime and significant operational events.

Quarterly performance summaries identifying operational trends, recurring issues, equipment reliability concerns, gas quality performance observations, and recommendations intended to improve system reliability and operational efficiency.

Annual system condition assessments identifying major equipment conditions, observed deficiencies, recommended repairs, lifecycle concerns, maintenance priorities, and long-term operational considerations associated with the digester gas treatment system.

Documentation of outages, emergency events, process upsets, analyzer failures, gas quality deviations, or operational conditions affecting Renewable Natural Gas (RNG) production or pipeline injection capability.

Timely communication to designated City personnel regarding observed operational conditions requiring Owner notification to utilities, third-party compliance providers, or other external entities associated with gas system operations.

Maintenance of operational logs, maintenance records, calibration records, testing records, and other documentation associated with services performed under this Contract.

Provision of operational information, gas quality data, and system performance information reasonably required by the Owner to support utility coordination, Renewable Fuel Standard (RFS) activities, Renewable Identification Number (RIN) program support, engineering review activities, regulatory coordination, or operational evaluations.

Reports shall be submitted in electronic format unless otherwise approved by the Owner.

4.11 Health, Safety, and Environmental Compliance

The Contractor shall perform all work in accordance with applicable federal, state, local, utility, environmental, and occupational safety regulations, standards, permit requirements, and recognized industry best practices associated with digester gas treatment and Renewable Natural Gas (RNG) operations.

The Contractor shall be responsible for conducting operations and maintenance activities in a safe manner intended to protect personnel, equipment, the public, and the environment.

Contractor responsibilities shall include, but are not limited to, the following:

Compliance with all applicable Occupational Safety and Health Administration (OSHA), Environmental Protection Agency (EPA), North Carolina Department of Environmental Quality (NCDEQ), utility interconnection, and other applicable regulatory requirements.

Development, implementation, and maintenance of site-specific safety procedures, hazard mitigation practices, and operational safety protocols applicable to services performed under this Contract.

Compliance with all applicable City safety requirements, facility access procedures, permit-required confined space procedures, lockout/tagout requirements, hot work permitting requirements, hazardous energy control procedures, and hazardous materials handling requirements.

Safe handling, transportation, storage, changeout, and disposal coordination of treatment media, chemicals, oils, filters, gases, and other materials associated with digester gas treatment system operations.

Immediate notification to designated City personnel regarding safety incidents, environmental releases, fires, gas leaks, permit exceedances, equipment failures presenting safety concerns, or other emergency conditions affecting personnel safety or facility operations.

If an emergency condition occurs in between the quarterly visits, the contractor is expected to have personnel on-site to assist Owner with addressing issues within 24 hours of notification to the Contractor.

Provision of appropriately trained, qualified, and certified personnel necessary to safely perform services associated with digester gas treatment system operations and maintenance.

Participation in safety meetings, operational coordination meetings, emergency response coordination activities, and facility safety programs as reasonably required by the Owner.

Maintenance of safety documentation, training records, certifications, permits, inspection records, and incident documentation associated with services performed under this Contract.

The Contractor shall comply with the City’s Environmental Management System (EMS) requirements and applicable Resource Recovery Division operational protocols while performing work at City facilities.

4.12 Coordination with Owner

The Contractor shall coordinate all operational, maintenance, emergency response, and system support activities with designated City personnel to support safe, reliable, and efficient operation of the digester gas treatment system and associated facility operations.

Coordination responsibilities shall include, but are not limited to, the following:

Maintain regular communication with designated City operations, maintenance, engineering, environmental, and management personnel regarding system status, maintenance activities, outages, operational concerns, and planned work activities.

Participate in operational coordination meetings, planning meetings, maintenance coordination meetings, emergency response discussions, startup/shutdown planning activities, and project coordination activities as reasonably requested by the Owner.

Coordinate all planned shutdowns, maintenance outages, operational testing activities, and major repair activities with designated City personnel in advance whenever practical.

Provide 24-hour emergency response availability for critical system failures, emergency operational support, and troubleshooting assistance associated with the digester gas treatment system.

Coordinate operational information, outage information, and gas system status updates with City personnel as necessary to support utility coordination, third-party compliance coordination, engineering review activities, and Owner-managed regulatory obligations.

Coordinate Contractor activities with ongoing facility operations, capital improvement projects, maintenance activities, construction activities, and other operational initiatives occurring at the facility.

Comply with facility access procedures, site security requirements, operational restrictions, scheduling requirements, and other Owner operational protocols while performing work under this Contract.

Contractor shall designate a primary project manager or operational representative responsible for routine coordination and communication with the Owner.

4.13 Contractor Qualifications

Contractors submitting proposals for this solicitation shall demonstrate sufficient technical qualifications, operational experience, staffing capability, and safety performance necessary to support operation and maintenance of municipal digester gas treatment and Renewable Natural Gas (RNG) systems.

Proposers shall provide documentation demonstrating qualifications and experience including, but not limited to, the following:

Demonstrated experience with operation, maintenance, troubleshooting, optimization, or technical support of municipal anaerobic digester gas treatment systems, biogas conditioning systems, or Renewable Natural Gas (RNG) facilities.

Experience operating or maintaining systems involving hydrogen sulfide (H₂S) removal, siloxane treatment, moisture removal, gas compression, gas quality monitoring, membrane systems, activated carbon systems, or other gas treatment technologies applicable to the facility.

Experience supporting utility interconnection operations, gas quality management, pipeline injection systems, or beneficial use gas systems associated with municipal wastewater or renewable energy operations.

Availability of qualified technical personnel, maintenance personnel, process specialists, instrumentation technicians, controls specialists, and operational support staff necessary to perform services required under this Contract.

Demon…