Advertised: 7/22/2026

City of Charlotte N.C.

REQUEST for LETTERS of INTEREST (RFLOI)

CONTRACT TYPE PE (On-Call)

TITLE: Federal Pipe Video Contracts

ISSUE DATE: 7/22/2026

SUBMITTAL DEADLINE: 8/24/2026

ISSUING AGENCY: City of Charlotte

SYNOPSIS

SUBCONSULTANTS ARE PERMITTED UNDER THIS CONTRACT.

This contract shall be partially reimbursed with Federal-aid funding through the North Carolina Department of Transportation (hereinafter referred to as the Department). The solicitation, selection, and negotiation of a contract shall be conducted in accordance with all Department requirements and guidelines.

The primary and/or subconsultant firm(s) (if Subconsultants are allowed under this RFLOI) shall be pre-qualified by the Department to perform any combination of the Discipline

Codes listed below for the City of Charlotte. Discipline Codes required are:

• 570 – Professional Services

• 529 – Pipe Inspection

WORK CODES for each primary and/or subconsultant firm(s) (if Subconsultants are allowed under this RFLOI) SHALL be listed on the respective RS-2 FORMS (see section

‘SUBMISSION ORGANIZATION AND INFORMATION REQUIREMENTS’).

This RFLOI is to solicit responses (LETTERS of INTEREST, or LOIs) from qualified firms to provide professional consulting services to:

[PROPOSED CONTRACT SCOPE SUMMARY].

The City of Charlotte (City) is soliciting Letter of Intent (LOI’s) from qualified firms (Firms) to perform condition assessments of storm drainage infrastructure using closed-circuit television (CCTV) inspections and/or confined space entry (CSE) methods, as specified in the contract documents. The City reserves the right to enter into one or more contracts with any firm selected under this LOI process

Electronic LOIs should be submitted in .pdf format using software such as Adobe, CutePDF PDF Writer, Docudesk desk PDF, etc.

LOIs SHALL be received ELECTRONICALLY no later than 2:00 p.m., 8/24/2026.

The link for electronic deliveries is: Federal Pipe Video Contracts

LOIs received after this deadline will not be considered.

Except as provided below any firm wishing to be considered must be properly registered with the Office of the Secretary of State and with the North Carolina Board of Examiners for Engineers and Surveyors and pre-qualified with the North Carolina Department of Transportation (NCDOT). Any firm proposing to use corporate subsidiaries or subcontractors must include a statement that these companies are properly registered with the North Carolina Board of Examiners for Engineers and Surveyors and pre-qualified with the North Carolina Department of Transportation (NCDOT). The Engineers performing the work and in responsible charge of the work must be registered Professional Engineers in the State of North Carolina and must have a good ethical and professional standing. It will be the responsibility of the selected private firm to verify the registration of any corporate subsidiary or subcontractor prior to submitting a Letter of Interest. Firms which are not providing engineering services need not be registered with the North Carolina Board of Examiners for Engineers and Surveyors. Some of the services being solicited may not require a license. It is the responsibility of each firm to adhere to all laws of the State of North Carolina.

The firm must have the financial ability to undertake the work and assume the liability. The selected firm(s) will be required to furnish proof of the insurance requirements listed below and The firm(s) must have an adequate accounting system to identify costs chargeable to the project.

Types of Insurance Consultant shall obtain and maintain during the life of this Agreement, with an insurance company authorized to do business in the State of North Carolina and acceptable to the Charlotte-

Mecklenburg, Risk Management Division, the following insurance:

Automobile Liability. Bodily injury and property damage liability covering all owned, non-owned and hired automobiles for limits of not less than $1,000,000 bodily injury each person, each accident and $1,000,000 property damage, or $1,000,000 combined single limit - bodily injury and property damage.

https://charlottenc.bonfirehub.com/opportunities/239145

Commercial General Liability. Bodily injury and property damage liability as shall protect the

Consultant and any subcontractor performing work under this Agreement, from claims of bodily injury or property damage which arise from operation of this Agreement, whether such operations are performed by the Consultant, any subcontractor, or anyone directly or indirectly employed by either. The amounts of such insurance shall not be less than $1,000,000 bodily injury each occurrence/aggregate and $1,000,000 property damage each occurrence/aggregate, or$1,000,000 bodily injury and property damage combined single limits each occurrence/aggregate. This insurance shall include coverage for products, operations, personal injury liability and contractual liability, assumed under the indemnity provision of this Agreement.

The City of Charlotte shall be listed as an additional insured under this coverage.

Workers’ Compensation Insurance. The Consultant shall meet the statutory requirements of the State of North Carolina, $100,000 per accident limit, $500,000 disease per policy limit, $100,000 disease each employee limit.

Professional Liability Insurance in an amount of not less than $1,000,000 each claim and

$1,000,000 aggregate.

SCOPE OF WORK

CCTV INSPECTION – PIPE VIDEO INSPECTION SERVICES

This contract includes, but is not limited to, providing video inspection and pipe cleaning services for storm and sanitary sewer drainage systems for the purpose of assessing pipe conditions at various unspecified locations on an as needed basis.

Under normal conditions, the Consultant shall be available to begin work within 48 hours of being notified by the City, unless otherwise approved by the City. Scheduling for this work will be done digitally. The Consultant and their personnel shall have regular access to e-mail, the internet and should be able to be contacted via phone as well.

In Emergency situations, the Consultant shall respond to all calls within four (4) hours unless noted otherwise.

A representative of the City will be on-site during the pipe inspection. The mobile vehicle used to perform inspections will be equipped with a viewable monitor for City use to observe inspections while on-site.

DESCRIPTION

This inspection, performed by the Contractor shall use closed circuit television (CCTV) and/or confined spaced entry (CSE) to perform a condition assessment of the storm drainage infrastructure as specified within the contract documents.

GENERAL REQUIREMENTS

PACP Requirements

1. CCTV Software shall be NASSCO-PACP (Current Version) certified.

• Database shall be a NASSCO-PACP (Current Version) Certified Access Database and must be backwards-compatible with NAASCO version 7 databases.

2. All pipe video inspections shall be completed using PACP (Pipeline Assessment and

Certification Program) standards by PACP certified professionals. A current PACP certification number shall be included for each person creating / gathering inspection reports.

3. The camera equipment used for the CCTV inspections shall be one specifically designed and constructed for such inspection. Lighting for the camera shall be suitable to allow a clear picture for the entire circumference of the pipe. The camera shall be a color, pan, tilt, and zoom camera. Video inspections not inspected to the City’s satisfaction shall be re-inspected at no additional cost to the City.

4. All cameras shall move through the pipes via self-powered tractor assemblies. The tractor shall be the appropriate size assembly for the pipe being inspected according to the manufacturer of the television equipment. The tractor assemblies shall be capable of being configured to be centered horizontally and vertically in pipes up to at least 72-inches in height.

5. The camera, centered vertically and horizontally within the pipe, shall move through the pipe at a uniform rate but shall not exceed more than 30 feet per minute. Unless otherwise specified by the City, operator will stop at a minimum of every 10 LF and pan to fully view the pipe wall(s). The camera shall be stopped at all defects and connections and shall be panned, tilted, zoomed and rotated to fully view the defects and connections.

6. The CCTV inspections shall inspect the full length of all assigned pipes from structure to structure beginning at the center of the structure, shall clearly show the connection of the pipe to be inspected at the structure and shall pan and tilt around the structure to provide a clear view of the structure and all pipe connections. At every downstream structure, the camera shall be panned and tilted within the structure to provide a clear view of the structure and all pipe connections.

7. The City will provide pipe network sketches with asset ID’s to be used as references on video. Utilize the City’s asset IDs to represent and name the manholes, structures, and pipes in the PACP compliant database and any other locations where the assets are referenced by an ID.

8. Each video shall include an overlay / text display. Each inspection start shall include the overlay display of section details including at a minimum:

• Owner Name;

• Project Name;

• Contractor Name;

• Street Name;

• Date / Time of inspection;

• Structure Start # / Structure End #

• Pipe Material;

• Pipe size;

• Direction of Video with respect to flow;

• Weather;

• Flow Level.

9. A constant display of the Structure Begin # and the Structure End #, date and distance shall appear on the screen. As an observation / defect is noted by the inspector, a text display shall appear with the text describing the observation / defect. Text shall be displayed for a minimum of 4 seconds.

10. If the television equipment becomes lodged in the pipe being inspected during the work, the Contractor shall be responsible for removing the equipment, including excavation of the pipe, if necessary, and paying all costs associated with the removal unless otherwise agreed to by the Engineer.

SUBMITTALS

1. Provide the City with the following on a USB drive or through a City approved data transfer site within 24 hours of the inspection:

• A .MPEG-4 H.264 video file of the recorded closed-circuit television (CCTV) inspection

• A digital copy of the PACP compliant database and associated files for importing into the City’s pipe video application

• A .pdf of the report including:

o All mandatory PACP fields o A completed PACP Inspection Form Details Section with all fields included with entries, where applicable o A pipe sketch plan with locations of defects and defect coding o Include condition grades based on PACP Condition Grading System o Still photos of all defects, the defect coding, and station of defect

2. The digital recording shall include both audio and video information that accurately reproduces the original picture and sound of the video inspection. The video portion of the digital recording shall be free of electrical interference and shall produce a clear and stable image. The audio portion shall be sufficiently free of background and electrical noise as to produce an oral report that is clear and discernible.

Additional Services

As requested by the City, the Consultant shall provide measurements of cracks, joint separations or any other pipe anomalies that affect the proper operations of the pipe system. All measurements taken shall be the maximum width, length or both as required of cracks, joint separations or any other pipe anomalies.

The Consultant shall use a measuring instrument to determine the diameter of the pipe and shall show the measurement of the diameter in the video. The method of measurement may vary based upon the size of the pipe. For pipes that are 48" or smaller, the Consultant's camera may be used if the camera uses appropriate pipe measuring software approved by the City. All pipes larger than 48" shall be measured by hand using a confined space entry.

A full pan at every joint along the pipe shall be made during the pipe video inspection. When taking a measurement during the pipe video inspection, the pipe shall be free of debris, and the camera shall be positioned along the centerline of the pipe and not off to either side of the pipe.

Measurements shall be taken in the field and reported to the City's representative at the time the measurements are taken; however, if due to adverse field conditions or circumstances beyond the Consultant's control the measurements cannot be fully completed while in the field, the report may be submitted after the video is completed. In such cases, the report shall be submitted within 3 business days.

Payment for Additional Services will be paid at the CCTV Inspection unit price hourly rate.

Traffic Control and Storm Water Pipe, Structure, Inlet, and Outfall Cleaning

Storm water pipes to be cleaned may include circular, elliptical, box, arch, or other shapes.

The most common storm water pipes to be cleaned will be circular pipes from 12 inches to 48 inches, but pipes larger than 48 inches will require cleaning services as well. Though the

Service Provider will receive task orders to clean pipes larger than 48 inches, no additional special equipment is required to be available for cleaning pipes larger than 48 inches for this contract. Structures including, but not limited to, manholes, catch basins, drop inlets, curb inlets, junction boxes, risers, end walls, or others will also require cleaning.

Regardless of scope, cleaning services to be performed will be assigned in the form of a written task order. The task order will be issued by City of Charlotte personnel. The Service

Provider will acknowledge, via email to the City of Charlotte personnel, within 24 hours of receiving written task orders and complete all services within the timeframe stated in each individual task order.

Regardless of scope, all work includes determining access requirements, determining the control of existing flows, cleaning using high pressure water jets, mechanical cleaning equipment and/or other required means, internal inspection of pipes, collection, transportation, and disposal of waste materials generated by the cleaning process.

Service Provider Minimum Requirements.

The Service Provider must meet the following minimum requirements:

• Minimum of 5 years of experience in the municipal sewer cleaning business. This can be a mixture of municipal storm and sanitary sewer cleaning;

• Own a minimum of one (1) cleaning service truck and equipment with the ability to clean lengths up to 1,000 feet with vehicular access to one structure only, and off-road equipment capable of reasonable access to structures more than 500 feet from a paved street;

• Own at least one (1) high pressure water jetting equipment capable of producing a minimum of 80 gallons per minute

Storm Water Pipe Cleaning

The Service Provider shall provide cleaning services of various diameter and shape storm water pipes, as needed, commonly ranging in size from 12-inches to 48-inches. However, pipes larger than 48-inches will require cleaning services as well. Structures including, but not limited to, manholes, catch basins, drop inlets, curb inlets, junction boxes, risers, end walls, or others will also require cleaning. City of Charlotte will specify the cleaning to be performed in the form of a written task order.

Task orders are required. Under no circumstances may work begin prior to receiving the written task order from City of Charlotte personnel, unless in emergency situations.

Typically, task orders will be issued by the Project Manager.

Any non-emergency work that commences prior to obtaining the task order shall not be invoiced.

All task orders will be issued by City of Charlotte personnel. The Service Provider will acknowledge in writing or by telephone all such written task orders within 24 hours of receipt and complete all services within the timeframe stated in each individual task order.

A contact list of City of Charlotte personnel will be provided to the selected Service

Provider(s).

Most task orders will require the cleaning of one (1) or more of the following: line segment(s), structure(s), inlet(s), and/or outlet(s) of a storm water system. No less than one (1) hour of work will be issued on any task order.

The discharge of materials, pollutants, or untreated water from the cleaning operations into any part of the storm drainage system, waterways, or any location that drains to waterways is not permitted. Water that has been treated to remove all sands, silts, clays, fines, relevant pollutants, and other organic and inorganic materials can be discharged in compliance with local, state, and federal regulations and requirements.

The Service Provider shall possess and have a minimum of one (l) crew available for cleaning to meet the City's demand.

Task orders will include control of existing stormwater flow, cleaning of the assets using high pressure water jets, mechanical cleaning equipment or other means as may be required, internal inspection of storm water assets, and collection, transportation, and disposal of waste materials generated by the cleaning process. Work issued on this contract will be a mixture of on- and off-street lines using right of entries acquired by the

City, right-of-way, and easements for access.

Storm water pipes, structures, inlets and outlets must be cleaned to within 99% of the original carrying (flow) capacity of the asset. All sediment, rocks, roots, and debris shall be completely removed to be considered clean. Pipes and structures which do not meet these standards will be re-cleaned and re-inspected at no additional cost to the City.

The Service Provider will also be required to respond and mobilize for an emergency.

Examples of an emergency include a blockage resulting in flooding of a structure or roadway. In this situation, the Service Provider will immediately begin to terminate work on the current task order and will proceed to the emergency work. After the emergency work is completed, the Service Provider must return to the initial task order within 2 business days for completion.

The Service Provider may be requested to respond to an emergency on or after business hours, weekends and City of Charlotte observed holidays. The Service Provider must be reachable via telephone twenty-four hours a day. Return calls must take place within an hour. The Service Provider must respond to service and be on site within 4 hours of receiving call.

A separate pay item has been established for emergency cleaning mobilization.

When an order for cleaning is issued, the Service Provider must physically walk the area the task order details with the system map to verify access location(s), establish terrain conditions and identify any possible access locations not shown on the drawings. The

Service Provider shall notify the City of any additional access locations identified.

The Service Provider shall take precautions to avoid flooding or damage to public or private property as a result of the cleaning. The City will not be responsible for damage done on any private property due to cleaning activities. The Service Provider shall be responsible for all re-establishment of pre-cleaning conditions and cleanup to the satisfaction of the property owner. The Service Provider shall document all incidents and submit documentation to the Project Manager within 24 hours of incident and include a detailed description to the reason for the incident, the time and date of the incident, the property owner's name, address and phone number, the resolution to problem, the time and date the problem was resolved, and any special cleanup work that had to be performed. This required documentation shall be submitted for all backups regardless of when they occur.

All re-establishment of pre-cleaning conditions and clean-up shall be completed within 4 hours of an incident. The Service Provider shall take care in cleaning older assets and shall protect existing assets from damage caused by improper use of cleaning equipment. The

Service Provider is advised that the assets to be cleaned under this Contract may be in poor structural condition.

If the Service Provider's cleaning equipment becomes lodged in the asset(s) during the work, the Service Provider shall be responsible for removing the equipment, including excavation of the asset, and paying all costs associated with the removal unless otherwise agreed to by the City's Project Manager in a formal memo.

The Service Provider will be paid for all cleanings at the unit prices bid. The unit prices shall include complete cleaning regardless of the severity of sediment, rocks, roots, and debris.

Sewer Cleaning Equipment

The Service Provider shall use the appropriate equipment to clean all sediment, rocks, roots, and debris from each asset thoroughly. The required equipment may be high velocity water jet cleaning equipment with various attachments or mechanical cleaning equipment such as buckets, root cutters or power rodders. The Service Provider shall select the proper cleaning equipment and procedures based on the conditions of the assets at the time the work commences. Passing material from one asset to another will not be permitted. The solids shall be removed from the site and disposed of properly.

Storm Water Services will not furnish any equipment.

Sewer cleaning equipment required to be available for use:

High Velocity Jet (Hydro Cleaning) Equipment

All high velocity sewer cleaning equipment shall have a selection of two or more high velocity nozzles. The nozzles shall be capable of producing a scouring action from 15 to

45 degrees in all size lines designated to be cleaned. The equipment shall carry its own water tank, pumps, and hydraulically driven hose reels. High-velocity jetting equipment must be capable of producing a minimum of 80 gallons per minute.

Root Removal within Sewers

Roots shall be removed in the designated sections where root intrusion is a problem.

Special attention should be used during the cleaning operation to assure almost complete removal of roots from the joints. Root removal shall be restricted to that achievable by standard sewer cleaning methods and operations. Procedures may include the use of mechanical equipment such as rodding machines, bucket machines and winches using roots cutters and porcupines, and equipment such as high-velocity cleaners.

Chemical root treatment shall not be used.

The Project Manager will evaluate the need for additional root removal upon completion of preliminary cleaning and may direct additional root removal if indicated by examination of line conditions.

Disposal of Debris from Cleaning

Passing material from one asset to another will not be permitted. All solids shall be removed from the site and disposed of properly. The City will not provide a site for debris disposal.

The Service Provider shall submit the list of permitted sites used for the disposal of the waste material.

Cleaning Precautions

The Service Provider shall use care in performing cleaning operations to avoid damaging existing assets. In the event of performing cleaning operations, damage occurs to any part of the storm water system, the Service Provider shall notify the Project Manager within 5 minutes via phone.

The Service Provider shall be responsible for repairs and/or the costs of repairs for any damage to storm water assets due to carelessness or negligence of the Service Provider.

During cleaning operations, satisfactory precautions shall be taken by the Service

Provider in the use of cleaning equipment to ensure that no damage occurs to public or private property. When hydraulically propelled cleaning tools (which depend upon water pressure to provide their force) or tools which retard the flow are used, precautions shall be taken to ensure that the water pressure created does not damage or cause flooding of public or private property.

When additional water from fire hydrants is necessary to avoid delays in normal work procedures, the water shall be conserved and not used unnecessarily.

Appropriate permits are required, and approved backflow prevention measures shall be employed at all times when operating fire hydrants.

The Service Provider shall not obstruct the Charlotte Fire Department's use of fire hydrants at any time.

The Service Provider will be responsible for damages caused by non-performance or negligent performance of the Services described.

If repairs to the system are necessary, the City shall be the sole determiner of who shall make the repairs.

Clean-Up and Disposal of Excess Material

During the course of the work, the Service Provider shall keep the site of operations in a clean and neat condition. This shall include washing streets with high-pressure water, as necessary and as directed by the Project Manager. The Service Provider shall dispose of all refuse and residue resulting from the cleaning operations and shall leave the entire work area site in a neat and orderly condition.

Water Supply

Water for use will be available from approved hydrants owned and operated by the City of Charlotte. Use of hydrants other than those approved by Charlotte Water will not be allowed.

The Service Provider will be charged for water usage and shall meet all City requirements for connecting to hydrants. The Service Provider shall obtain a permit for connecting to the City's hydrants. The permit application is titled "Application for Use of Public Fire

Hydrant for Temporary Water Service Permit (Vehicle Mounted Assemblies)" and can be obtained from Charlotte Water's Customer Service Division. The Service Provider shall submit to the Project Manager, a copy of the permit number for each vehicle prior to obtaining water. More information on the fire hydrant usage program is available at https://charlottenc.gov/Water/Development/Pages/FireHydrantUseProgram.aspx.

The Service Provider shall be responsible for any damage caused by improper operation of hydrants. The Service Provider is responsible for meeting all requirements whether listed herein or not.

Task Orders

City of Charlotte personnel will specify the cleaning services to be performed in the form of a written task order.

All task orders will be issued by City of Charlotte personnel.

Do not begin work prior to receiving the written task order, unless in emergency situations.

All Task orders will specify the following:

• location Type - Off-street/On-street

• Location

• Estimated length and diameter, number of structures, number of inlets, and/or number of outlets to be cleaned

The Service Provider will acknowledge, in writing, all received task orders within 24 hours of receipt and complete all services within the timeframe stated on each individual task order.

Task orders will vary.

Material Specifications Requirement

Follow all City, State, and Federal requirements in the execution of services. The discharge of water or debris from the cleaning operations into the storm drainage system or waterways is not permitted. Ensure that erosion and sediment control practices are implemented to protect downstream receiving waters.

Traffic Control

Work may be performed within rights-of-way of N.C. Department of Transportation and/or

Charlotte Department of Transportation and other public road rights-of-way or existing easements. Traffic shall be maintained on all streets or private drives throughout the work.

All matters related to traffic maintenance must be done in a manner approved by the City of

Charlotte Department of Transportation and the North Carolina Department of Transportation.

Warning signs and devices will be placed in advance of all construction activity in accordance with the City of Charlotte Department of Transportation's "Work Area Traffic Control

Handbook" and the North Carolina Department of Transportation's "Uniform Traffic Control

Devices".

A minimum of one lane of traffic must be safely maintained when work is in progress. All lanes of traffic must be safely maintained at all times when work is not in progress.

Warning signs, barricades and flagmen must be provided in accordance with the City of

Charlotte Department of Transportation's "Work Area Traffic Control Handbook" (WATCH) or the North Carolina Department of Transportation’s "Uniform Traffic Control Devices" at all times and places necessary

• The CDOT WATCH handbook can be purchased from COOT at 600 East

Fourth Street, 6th floor, Charlotte-Mecklenburg Government Building.

• The WATCH handbook is also available online at the following link:

https://charlottenc.gov/Transportation/Permits/Pages/WATCH.aspx

• Service Providers and Bidders must obtain a WATCH handbook at their own expense.

No roads shall be closed for service activities. At least one lane of traffic will be safely maintained at all times while work is in progress. Access to businesses and residences along the roads shall be maintained at all times. All lanes will be open when work is suspended for one hour or longer.

The Service Provider shall provide all appropriate signing and barricades and shall provide flag persons at all times and places necessary. Traffic control will be strictly enforced to provide fire and police protection to the area and access to drives while construction is in progress.

Occupants must be notified a minimum of two (2) hours in advance of private drive closings.

Closure time will be limited to a maximum of 2 hours. Where businesses have only one means of access, the Service Provider shall provide an alternative means of access or perform work during hours when the business is closed.

Traffic control is a mandatory subsidiary obligation under the Contract, and all costs of traffic control required for cleaning services shall be included in the unit prices bid.

Service Provider Responsibilities

• Obtain all municipal and other governmental licenses and permits required for this project.

• Have available at least one crew and equipment available to respond to the City's demand for cleaning in this contract.

• Obtain written permission for access to private property where easements are inadequate.

• Adhere to the bounds as set forth in all rights-of-way unless prior written approval of the current property owner is obtained and submitted to the Storm Water Services Project Manager for approval.

• Provide all equipment for and arrange traffic control when the safety of work or the public requires such protection or as may be otherwise specified.

• Maintain the ability to communicate and meet in person with City of Charlotte personnel at all times. Provide City of Charlotte with the cellular telephone number of the superintendent who can be reached when services (including emergency services) are needed.

• Immediately notify the Project Manager in the event that a point repair is required or if evidence of an imminent or potential pipe collapse is found.

• Make every effort to prevent impacts to roads, homes, yards, and businesses while performing the required work. If an incident does occur, respond immediately with the cleanup process until the satisfaction of the owner is reached.

• Maintain a log of incidents and customer complaints. Relay any incidents or customer complaints to the City of Charlotte representative as soon as practicable upon occurrence.

The log shall include but not limited to date and time of call, the nature of the complaint and resolution if any. Log shall be made available to the City of Charlotte upon request.

• In areas where brush and other vegetation make access to the assets problematic, and/or the route to the access point(s) is not within a recorded easement, the Service Provider shall provide his own access to all access points for the purpose of cleaning and inspection. Respect all private and public property owners' rights. Any fence removal and replacement, clearing, mowing, and/or trimming of trees, bushes, grass, plants, etc. for the ingress and regress by the Service Provider to a designated project site will be at the

Service Provider's own expense.

• Ensure that no activities result in flooding or damages on public or private property and that no water from cleaning operations enters downstream storm water systems or waterways.

• All items listed under the Service Provider Responsibilities are incidental to the pipe cleaning price.

Equipment Identification Signs

All motorized construction equipment, trucks, vehicles, and storage trailers, etc. used

(owned, leased, rented or borrowed) by the Service Provider on this project shall be equipped with a pair of identification signs.

Delivery vehicles used exclusively for delivery of construction materials and equipment to the construction site are excluded from this requirement. The signs are intended to provide public awareness of the Service Provider's involvement in this project. The signs shall be permanently or magnetically attached to each side of the equipment at all times. Signs shall conform to the following general requirements:

a. Size – one (1.0) square feet (minimum),

b. Vinyl lettering shall be appropriately sized, based on sign size,

c. Commercially produced for outdoor use,

d. Lettering (or background) shall be reflective, and,

e. Contain minimum information of:

i. Service Provider's Name,

ii. Service Provider's City and State of Business

iii. Service Provider's Business Phone Number (include area code if outside local calling area).

All motorized construction equipment, trucks, vehicles, and storage trailers, etc. used

(owned, leased, rented or borrowed) by any Sub-Contractor on this project shall be equipped with a pair of identification signs. Delivery vehicles used exclusively for delivery of construction materials and equipment to the construction site are excluded from this requirement. The signs shall include all information indicated above and shall include a header statement as follows: "THIS EQUIPMENT UNDER CONTRACT TO", or "UNDER

CONTRACT TO".

In lieu of equipment identification signs, the Service Provider, or sub-Service Provider may substitute, at site specific locations approved by the Project Manager, post mounted identification signs of at least six (6.0) square feet. These signs shall include the specified information (with lettering appropriately sized) and shall be located for public viewing as approved by the Project Manager.

Signs which are defaced, vandalized, removed or damaged, or which become obsolete shall be replaced within 48 hours. All costs associated with signs shall be considered incidental to the project and shall be included in the various pay items.

Pay Item Descriptions (PID)

Pay items have been set up for all work that is permanent and measurable. The submittal for the pay item shall include the cost of all new material, labor, equipment, and all else required to complete that pay item as specified.

All field measurements of hours worked shall be made by the observing City personnel.

Measurements for payments shall be based on the following schedule:

1. CCTV Inspection:

Pipe video services begin when all necessary equipment and personnel arrive at the site on or after the scheduled meeting time. If both the City's representative and the Service Provider are on site prior to the scheduled meeting time and ready to begin services, then the pipe services may begin prior to the scheduled meeting time, at the request of the City's representative. The pipe video services end when the inspection services have been completed to the City's satisfaction.

No less than one (1) hour of work will be issued on any task order. After the first hour of CCTV Inspection services, payment at quarters of an hour is permitted.

Payment will be made on a per hour basis according to the unit price submitted.

2. CCTV Mobilization:

Mobilization of all necessary equipment and personnel for each task order that is assigned to the Service Provider will be paid for each CCTV

Inspection task order completed to the City's satisfaction.

The Service Provider shall be paid for CCTV Inspection at the unit prices submitted, in addition to this pay item for each CCTV Inspection task order completed to the satisfaction of the City.

3. Storm Water Asset Cleaning Services:

This item includes furnishing all new materials, equipment, and labor required to perform cleaning services of assigned assets, including accessing the assets, managing the flow, traffic control and fully restoring the disturbed areas, as specified.

Cleaning shall be paid for at the unit price submitted per hour of storm water asset cleaning services performed. Measurement of the actual number of hours of storm water asset cleaning will be made by starting the time when the cleaning operations begin and ending when the asset is cleaned to the

City's satisfaction. Downtime due to Service Provider related equipment, filling the water tank, dumping debris, and personnel needs will not be paid.

No less than one (1) hour of work will be issued on any task order.

4. Cleaning Mobilization:

This item is for payment to be made to the Service Provider for mobilization for each storm water asset cleaning task order completed to the satisfaction of the City.

The Service Provider shall be paid for cleaning at the unit prices submitted in addition to this pay item for each cleaning task order completed to the satisfaction of the City.

Mobilization for traffic control and other ancillary operation shall be considered incidental to cleaning mobilization.

5. Arrow Boards For Traffic Control:

This item includes the cost to provide, operate and maintain arrow boards for traffic control when required by the Work Area Traffic Control Handbook and in major City and NCDOT roads when required by the highway agencies and/or the Project Manager. All other traffic control measures (cones, signs, etc.) shall be considered incidental to the work and all costs associated with such traffic control shall be included in the various Pay Items - no separate payment will be made.

The Project Manager must approve the use of arrow boards prior to use -no payment will be made for arrow boards that are not approved by the

Project Manager.

Payment will be made for arrow boards on a per hour basis (per arrow board) while the arrow board is in use, at the unit price submitted.

6. Flaggers For Traffic Control:

This item includes the cost to provide flaggers for traffic control when required by the Work Area Traffic Control Handbook and in major City and

NCDOT roads when required by the highway agencies and/or the Project

Manager. All other traffic control measures (cones, signs, etc.) shall be considered incidental to the work and all costs associated with such traffic control shall be included in the various Pay Items - no separate payment will be made.

The Project Manager must approve the use of flaggers prior to flagging activities- no payment will be made for flaggers that are not approved by the

Project Manager.

Payment will be made for flaggers on a per hour basis (per flagger) while the flagger is actively performing traffic control, at the unit price submitted.

7. Emergency Cleaning Mobilization:

This item is for payment to be made to the Service Provider in the event of an emergency cleaning situation, such as a blockage resulting in flooding of a structure or roadway. The Project Manager will notify the Service Provider of emergency cleaning situations. In this situation, the Service Provider will immediately begin to terminate work on the current task order and will proceed to the emergency work.

The Service Provider shall be paid for cleaning at the unit prices submitted in addition to this pay item for each emergency cleaning task order completed to the satisfaction of the City.

Mobilization for traffic control and other ancillary operation shall be considered incidental to cleaning mobilization.

Contingency Allowance:

This item is a ten percent (10%) contingency allowance to be included in the total base bid. This allowance shall be used only upon issuance of a written task order by the Project Manager. Any unused portion of the allowance remaining at the completion of the contract shall revert to the City as a credit.

The City reserves the right to delete the allowance from the contract prior to award. Should an amount other than 10% be entered in the item specified, the City reserves the right to correct this amount of the correct figure.

PROPOSED CONTRACT TIME: 3 Year with (1) one-(2) two-year renewal PROPOSED CONTRACT PAYMENT TYPE: Unit Price

SUBMITTAL REQUIREMENTS

All LOIs are limited to fifteen (15) pages, one sided, font size no smaller than 11 and RS-2 forms, resumes, covers, sub-tabs and dividers are not included in the page count.

LOIs containing more than fifteen (15) pages will not be considered.

One (1) total copy of the LOI should be submitted.

Firms submitting LOIs are encouraged to carefully check them for conformance to the requirements stated above. If LOIs do not meet ALL of these requirements they will be disqualified. No exception will be granted.

SELECTION PROCESS

Following is a general description of the selection process:

• The City of Charlotte’s Selection Committee will review all qualifying LOI submittals.

• For Limited Services Contracts (On-Call type contracts), the City of Charlotte’s Selection Committee MAY, at the City of Charlotte’s discretion, choose any number of firms to provide the services being solicited.

• In order to be considered for selection, consultants must submit a complete response to this RFLOI prior to the specified deadlines. Failure to submit all information in a timely manner will result in disqualification.

TITLE VI NONDISCRIMINATION NOTIFICATION

The City in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all RESPONDENTS that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit LETTERS of INTEREST (LOIs) in response to this ADVERTISEMENT and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

SMALL PROFESSIONAL SERVICE FIRM (SPSF) PARTICIPATION

The Department encourages the use of Small Professional Services Firms (SPSF). Small businesses determined to be eligible for participation in the SPSF program are those meeting size standards defined by Small Business Administration (SBA) regulations, 13 CFR Part 121 in Sector 54 under the North American Industrial Classification System (NAICS). The SPSF program is a race, ethnicity, and gender-neutral program designed to increase the availability of contracting opportunities for small businesses on federal, state or locally funded contracts. SPSF participation is not contingent upon the funding source.

The Firm, at the time the Letter of Interest is submitted, shall submit a listing of all known SPSF firms that will participate in the performance of the identified work. The participation shall be submitted on the Department’s Subconsultant Form RS-2. RS-2 forms may be accessed on the Department’s website at NCDOT Connect Guidelines & Forms.

The SPSF must be qualified with the Department to perform the work for which they are listed.

PREQUALIFICATION

The Department maintains on file the qualifications and key personnel for each approved discipline, as well as any required samples of work. Each year on the anniversary date of the company, the firm shall renew their prequalified disciplines. If your firm has not renewed its application as required by your anniversary date or if your firm is not currently prequalified, please submit an application to the Department prior to submittal of your LOI. An application may be accessed on the Department’s website at Prequalifying Private Consulting Firms -- Learn how to become Prequalified as a Private Consulting Firm with NCDOT. Having this data on file with the Department eliminates the need to resubmit this data with each letter of interest.

Professional Services Contracts are race and gender neutral and do not contain goals. However, the Respondent is encouraged to give every opportunity to allow Disadvantaged, Minority-Owned and Women-Owned Business Enterprises (DBE/MBE/WBE) subconsultant utilization on all LOIs, contracts and supplemental agreements. The Firm, subconsultant and sub firm shall not discriminate on the basis of race, religion, color, national origin, age, disability or sex in the performance of this contract.

DIRECTORY OF FIRMS AND DEPARTMENT ENDORSEMENT

Real-time information about firms doing business with the Department, and information regarding their prequalifications and certifications, is available in the Directory of Transportation Firms. The Directory can be accessed on the Department’s website at Directory of Firms -- Complete listing of certified and prequalified firms.

The listing of an individual firm in the Department’s directory shall not be construed as an endorsement of the firm.

SELECTION CRITERIA

All prequalified firms who submit responsive letters of interest will be considered.

In selecting a firm/team, the selection committee will take into consideration qualification information including such factors as:

1. CRITERIA NUMBER 1 35% = Technical Approach & Methodology

2. CRITERIA NUMBER 2 25% = Firm Experience & Past Performance

3. CRITERIA NUMBER 3 15% = Personnel Qualifications & Certifications

4. CRITERIA NUMBER 4 10% = Equipment, Software & Data Management

5. CRITERIA NUMBER 5 5% = Project Schedule & Management

6. CRITERIA NUMBER 6 10% = Cost Proposal (Unit Price)

After reviewing qualifications, if firms are equal on the evaluation review, then those qualified firms with proposed SPSF participation will be given priority consideration.

https://connect.ncdot.gov/business/consultants/Pages/Guidelines-Forms.aspx https://connect.ncdot.gov/business/Prequal/Pages/Private-Consulting-Firm.aspx https://www.ebs.nc.gov/VendorDirectory/default.html

SUBMISSION ORGANIZATION AND INFORMATION REQUIREMENTS

The LOI should be addressed to Kimberly S. Brown, Procurement Officer, and must include the name, address, telephone number, and e-mail address of the prime consultant’s contact person for this RFLOI.

The LOI must also include the information outlined below:

Chapter 1 - Cover Letter / Introduction

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

Introduction The Introduction should also demonstrate the consultant's overall qualifications to fulfill the requirements of the scope of work and should contain the following elements of information:

▪ Expression of firm’s interest in the work;

▪ Statement of whether firm is on register;

▪ Date of most recent private engineering firm qualification;

▪ Statement regarding firm‘s(’) possible conflict of interest for the work; and

▪ Summation of information contained in the letter of interest.

Chapter 2 - Proposed Solution / Team Qualifications / Team Experience and Technical

Approach

Proposed Solution Given the purpose of this Project and the City's goals as stated in this RFP, provide a creative solution to meet such goals. For each component of the Project described in Section 3 of the attached RFP, state whether and how your

Proposed Solution complies as well as any additional information requested.

If you wish to add supplemental information, it shall be labeled “Supplemental

Information.

Team Qualifications This chapter should elaborate on the general information presented in the introduction, to establish the credentials and experience of the consultant to undertake this type of effort. The following must be included:

1. Identify recent, similar projects the firm, acting as the prime contractor, has conducted which demonstrates its ability to conduct and manage the project. Provide a synopsis of each project and include the date completed and contact person.

2. If subconsultants are involved, provide corresponding information describing their qualifications as requested in bullet number 1 above.

Team Experience

This chapter must provide the names, classifications, and location of the firm’s North Carolina employees and resources to be assigned to the advertised work; and the professional credentials and experience of the persons assigned to the project, along with any unique qualifications of key personnel. Although standard personnel resumes may be included, identify pertinent team experience to be applied to this project. Specifically, the Department is interested in the experience, expertise, and total quality of the consultant's proposed team. If principals of the firm will not be actively involved in the study/contract/project, do not list them. The submittal shall clearly indicate the Consultant’s Project Manager, other key Team Members and his/her qualifications for the proposed work. Also, include the team’s organization chart for the Project / Plan. A Capacity Chart / Graph (available work force) should also be included. Any other pertinent information should also be listed in this section.

Note: If a project team or subconsultant encounters personnel changes, or any other changes of significance dealing with the company, NCDOT should be notified immediately.

Technical Approach

The consultant shall provide information on its understanding of, and approach to accomplish, this project, including their envisioned scope for the work and any innovative ideas/approaches, and a schedule to achieve the dates outlined in this RFLOI (if any project-specific dates are outlined below).

Chapter 3 Required Forms.

To be deemed responsive to this RFP,…