INVITATION TO BID

REUSE PILOT SYSTEM SKID-TITLE 22

RECYCLED WATER (TURNKEY)

ITB # FY27-ITB-03

CITY OF CHARLOTTE

NORTH CAROLINA

OCTOBER 22 , 2026

REUSE PILOT SYSTEM SKID-TITLE 22 RECYCLED WATER ( TURNKEY)

ITB# FY27-ITB-03 OCTOBER 22, 2026 2

CITY OF CHARLOTTE – CHARLOTTE WATER

5100 BROOKSHIRE BLVD., 2ND FLOOR

CHARLOTTE, NORTH CAROLINA 28216

Date: OCTOBER 22, 2026 Bid Number: FY27-ITB-03

Subject: Invitation to Bid on the following apparatus, supplies, materials, equipment and/or services for:

REUSE PILOT SYSTEM SKID- TITLE 22 RECYCLED WATER (TURNKEY)

This letter extends an invitation for the submission of a Bid to supply the City of Charlotte with apparatus, supplies, materials, equipment, and/or services as indicated above. The City of Charlotte uses an eProcurement Portal (“Procurement Portal” - https://charlottenc.bonfirehub.com) for advertising Bids.

A Non-Mandatory Virtual Vendor Pre-Bid Conference to review the Invitation to Bid (ITB) and answer questions regarding the project, which will be held on October 30, 2026 at 1:00 p.m. No onsite meeting will be held, and interested Bidders should not come to the City expecting to attend in person. While attendance at the Pre-Bid Conference is not mandatory, all interested Bidders are encouraged to participate.

SUBMISSION INSTRUCTIONS – 2 Step Process

The City of Charlotte is conducting the following two steps in order to enter into an agreement for a Reuse Pilot System Skid.

1. Submission of a Letter of Intent with Qualifying Criteria Documentation.

Bidders wanting to be considered for providing the required product(s) to the City of Charlotte should submit an electronic Letter of Intent along with supporting documentation attached confirming and demonstrating that the prospective Bidder meets the qualifying criteria listed in Section 3.4 of this Invitation to Bid (ITB) to Wendy Raiford at wendy.raiford@charlottenc.gov in accordance to the submission instructions listed in Section 1.6 of this ITB. All Letter of Intent with Qualifying Criteria Documentation submissions are due no later than 1:00 p.m. EST on November 5, 2026.

2. Submission of Bid Response and Pricing Schedule After review of each prospective Bidders’ Letter of Intent and Qualifying Criteria, the City of Charlotte will issue notice to all prospective Bidders to inform them if their Letter of Intent and supporting documentation meets or does not meet, the Qualifying Criteria required. Upon approval of the prospective Bidder’s Letter of Intent and Qualification Criteria, Bidders must submit the Bid Response and Pricing Schedule documentation listed in Section 3.5 of this ITB in accordance to the submission instructions listed in Section 1.7 and 1.8 of this ITB. Bids will be opened at the time and place indicated and, unless obviously non-responsive, read aloud publicly. As a courtesy, the public may view the bid opening virtually. Refer to Section 1.8 of this ITB for additional information.

As a courtesy, the public may view the bid opening virtually. Refer to Section 1.8 for additional information.

All times stated herein shall refer to the Eastern Time Zone.

https://charlottenc.bonfirehub.com/ mailto:wendy.raiford@charlottenc.gov

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Any changes to the terms, conditions, or specifications stated in this ITB will be documented in a written addendum, issued by Charlotte Water Acquisition and Compliance. These addenda will be posted within the Procurement Portal under the associated solicitation number FY27-ITB-03. Each Bidder is required to acknowledge receipt of all addenda. Please note that we may not consider any Bid that fails to acknowledge receipt of each issued addendum.

A response from your Company to this ITB would be appreciated. Questions should be submitted in writing through the Vendor Discussions feature within the Procurement Portal.

Sincerely, Wendy Raiford Procurement Officer, Charlotte Water Acquisition and Compliance

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Checklist for Submitting a Bid:

Step 1 Read the document thoroughly.

Step 2 Review the solicitation timeline and upcoming events in the Procurement Portal and download copies of any documents if you plan to submit a Bid.

Step 3 Submit any questions via the Vendors Discussion Section feature within the Procurement Portal by the deadline(s) noted for the solicitation.

Step 4 Submit a Letter of Intent with supporting documentation if interested in providing a bid for the pilot system

Step 4 Conduct a thorough review of the Sample Contract. Any exceptions to the Sample Contract must be uploaded in Word format (with redlines/tracked changes) or, alternatively, submit an “Exceptions Form.” An “Exceptions Form” template is found under the Public Files in the Procurement Portal.

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

Step 6 Submit Bid Documentation, Required Forms, and Pricing Schedule according to instructions as outlined in this ITB.

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

If awarded a contract, your company must provide an insurance certificate(s) that meets or exceeds the requirements outlined in the Sample Contract.

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TABLE OF CONTENTS

INSTRUCTIONS TO BIDDERS

1.1. REVIEW AND COMPLY:

1.2. DEFINITIONS:

1.3. CONTRACT DOCUMENTS:

1.4. EXCEPTIONS:

1.5. MULTIPLE/ALTERNATE BIDS:

1.6. LETTER OF INTENT AND QUALIFYING CRITERIA SUBMISSION: BID RESPONSE (STEP 1)

1.7. HOW TO PREPARE BID RESPONSES (STEP 2):

1.8. HOW TO SUBMIT BID RESPONSES:

1.9. BID OPENING:

1.10. TRADE SECRETS AND PERSONAL IDENTIFICATION INFORMATION:

1.11. QUESTIONS:

1.12. HOW TO SUBMIT AN OBJECTION RELATING TO THIS INVITATION TO BID:

1.13. BINDING OFFER:

1.14. ERRORS IN BIDS:

1.15. CITY’S RIGHTS AND OPTIONS:

1.16. BIDS ON ALL OR PART:

1.17. INVITATION TO BID NOT AN OFFER:

1.18. CHARLOTTE BUSINESS INCLUSION PROGRAM:

1.19. EQUAL OPPORTUNITY:

1.20. NO COLLUSION OR CONFLICT OF INTEREST:

1.21. ANTI-LOBBYING PROVISION:

1.22. CERTIFIED TEST REPORT:

1.23. STATUTORY REQUIREMENTS:

1.24. GUARANTOR:

1.25. AWARD CRITERIA:

1.26. ENVIRONMENTAL PREFERABLE PURCHASING:

1.27. CONTRACT AWARD BY CHARLOTTE CITY COUNCIL:

1.28. PROCUREMENT SCHEDULE

1.29. POST-AWARD CONFERENCE:

TERMS AND CONDITIONS

2.1. CONTRACT TYPES:

2.2. TERMS OF CONTRACT:

2.3. NOTICE TO PROCEED:

2.4. DELIVERY TIME:

2.5. PRICES ARE FIRM:

2.6. PROMPT PAYMENT DISCOUNTS:

2.7. QUALITY:

2.8. INSPECTION AT BIDDER’S SITE:

2.9. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION:

2.10. INSURANCE:

SPECIFICATIONS

3.1. BACKGROUND:

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3.2. SCOPE:

3.3. SPECIFICATIONS:

3.4. EXPERIENCE AND QUALIFICATION CRITERIA – BID RESPONSE (STEP 1)

3.5. BID RESPONSE (STEP 2)

3.6. STARTUP, TRAINING, DOCUMENTATION AND ONGOING SUPPORT. (BID RESPONSE-STEP

2)

3.7. WARRANTY:

3.8. INSTALLATION:

3.9. PRICING (BID RESPONSE-STEP 2):

3.10. DELIVERY:

3.11. DELIVERY PERSONNEL:

3.12. INVOICES:

3.13. AWARD OF CONTRACT:

3.14. CITY CONTRACTING REQUIREMENTS:

3.15. ITEMS UNDER CONTRACT:

3.16. CUSTOMER SERVICE REPRESENTATIVE:

3.17. PERMITTING RESPONSIBILITIES:

3.18. NO LIMITATIONS ON DISCLOSURE

3.19. CITY DEPARTMENT PARTICIPATION:

3.20. RETURNS AND RESTOCKING CHARGES:

3.21. PLACEMENT OF ORDERS:

Section One Instructions to Bidders

REUSE PILOT SYSTEM SKID-TITLE 22 RECYCLED WATER ( TURNKEY)

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INSTRUCTIONS TO BIDDERS

1.1. Review and Comply:

Each reference to this Invitation to Bid (“ITB”) includes all components listed in the Table of Contents above. Please review each of them carefully. Bidders will be held accountable for having full knowledge of the contents of this ITB and for performing any due diligence that may be necessary to submit a binding Bid.

1.2. Definitions:

Addendum: Refers to any and all modifications or additions to this Invitation to Bid issued in writing by Charlotte Water Acquisition and Compliance.

Bid: Refers to a bid submitted by a company in response to this Invitation to Bid. A Bid shall be submitted within the Procurement Portal.

Bid Response Forms: Refers to the forms that a Bidder is required to complete and return as its Bid, as included in the Public Files within the Procurement Portal.

Bidder: Refers to a person or entity that submits a Bid.

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

Charlotte Combined Statistical Area (CSA): Refers to the area consisting of the North Carolina counties of Anson, Cabarrus, Cleveland, Gaston, Iredell, Lincoln, Mecklenburg, Rowan, Stanly, and Union, and the South Carolina counties of Chester, Lancaster, and York; criteria used by Charlotte Business INClusion to determine eligibility to participate in the program.

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

Company: During the solicitation process, refers to a company interested in providing the Products and Services. The solicitation process refers to a company that enters into a Contract with the City for all or part of the Products and Services covered by this ITB.

Contract: A Bidder agrees to provide all or part of the Products and Services to the City. A Contract shall include the Terms and Conditions set forth in the Sample Contract provided in the Public Files within the Procurement Portal.

Environmentally Preferable Products: Products that have a lesser or reduced effect on human health and the environment when compared with competing products that serve the same purpose. This comparison may consider raw materials acquisition, production, manufacturing, packaging, distribution, reuse, operation, maintenance, or disposal of the product.

Post-Consumer Recycled Material: Refers to material and by-products that have served their intended end-use by a consumer and have been recovered or diverted from solid waste. It does not include those materials and by-products generated from, and commonly reused within, an original manufacturing process.

Procurement: Refers to Charlotte Water Acquisition and Compliance.

Products: Refers to all products that the Bidder agrees to provide to the City as part of its Bid.

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Recyclability: Products or materials that can be collected, separated, or otherwise recovered from the solid waste stream for reuse or used in the manufacture or assembly of another package or product through an established recycling program. For products made of recyclable and non-recyclable components, the recyclable claim should be adequately qualified to avoid consumer deception about which portions or components are recyclable.

Recycled Material: Refers to material and by-products that have been recovered or diverted from solid waste for recycling. It does not include those materials and by-products generated from, and commonly reused within, an original manufacturing process.

Services: Refers to all services that the Bidder agrees to provide to the City as part of its Bid, including but not limited to training, warranty, and maintenance.

Small Business Enterprise (SBE): Refers to a business enterprise certified by the City of Charlotte’s CBI

Policy as meeting all of the requirements for SBE certification.

Specifications: Refers to the written description of the functions or features of the Products and Services for which the City seeks bids, as shown in Section 3.

Terms and Conditions: Refers to the City’s standard contractual terms and conditions as outlined in the Sample Contract.

1.3. Contract Documents:

Each Bid constitutes an offer to become legally bound to a Contract with the City incorporating the ITB and the Bidder’s Bid. Upon Contract award by the City Council, the City will send the successful Bidder the Contract, which shall consist of the Terms and Conditions contained in the Sample Contract and all attachments referenced therein.

1.4. Exceptions:

Each Bid submitted in response to this ITB constitutes a binding offer to comply with all terms, conditions, special conditions, specifications, and requirements stated in this ITB (including but not limited to the Terms and Conditions), except to the extent that a Bidder takes exception to such provisions in the manner required by this Section. To take exception to a provision of this ITB or Sample Contract, the Bidder must either upload a redlined version or an “Exceptions Form” via the Procurement Portal identifying each exception. Exceptions should clearly identify the following items: (1) indicate the number and title of each section of this ITB that the Bidder takes exception to; (2) identify the specific sentence within such section that the Bidder takes exception to; and (3) include any alternate provision proposed by the Bidder.

If exceptions are not identified by way of an uploaded redline version or by way of an Exceptions Form, then they may not be considered during Contract negotiations. Bidders are also reminded that a material variance from the terms of this ITB may result in the Bid being rejected by the City.

1.5. Multiple/Alternate Bids:

No Bidder shall submit more than one (1) Bid unless multiple or alternate Bids are requested in the Special Conditions. Unless expressly stated in the Special Conditions, any multiple or alternate Bids must be brought to the City's attention either during the Pre-Bid Conference or submitted in writing at least five (5) days before the opening of the Bid.

1.6. Letter of Intent and Qualifying Criteria Submission: Bid Response (Step 1) Bidders wanting to be considered for providing the required product(s) to the City should submit an electronic Letter of Intent that your company is interested in providing a Bid, along with the

REUSE PILOT SYSTEM SKID-TITLE 22 RECYCLED WATER ( TURNKEY)

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requested qualifying criteria documentation for the reuse pilot system to Wendy Raiford at wendy.raiford@charlottenc.gov. Bidders may not provide a link to the document(s). Hard copies will not be accepted. The subject line of the email shall include “FY27-ITB-03 Bidder Name, “Letter of Intent Submission”. All submissions are due no later at 1:00 p.m. EST on November 5, 2026.

Each Bidder is solely responsible for the timely submission of their Letter of Intent and qualifying criteria documentation. Bidders accept all risks of late delivery regardless of fault. In addition, Bidders accept all risks if file is corrupted, incorrect, incomplete, or not attached. The Procurement Officer will confirm receipt via email within 24 hours of the deadline.

The City reserves the right to change the Bid opening date, or any other dates relevant to this procurement process, at any time in its sole discretion via written addendum to this ITB.

After review of each prospective Bidders’ Letter of Intent and Qualifying Criteria, the City of Charlotte will issue notice to all prospective Bidders to inform them if their Letter of Intent and supporting documentation meets, or does not meet, the Qualifying Criteria required. Upon approval of the prospective Bidder’s Letter of Intent and Qualification Criteria, Bidders must submit the Bid Response and Pricing Schedule documentation listed in Section 3.5 of this ITB in accordance to the submission instructions listed in the following Sections 1.7 and 1.8 of this ITB.

1.7. How to Prepare Bid Responses (Step 2):

All bids shall be prepared as follows:

• Complete Bid Response Forms provided in the Procurement Portal under the “Requested Information”. Bid responses must be submitted only on these forms. The Pricing Schedule Form will be provided through an Addendum issued within the Procurement Portal to be completed during Bid Response (Step 2).

• Bid responses must be typewritten and signed by the Bidder or the bidding firm's authorized representative. All erasures or corrections must be initiated and dated by the person who signs the Bid Response Form on behalf of the Bidder.

• Bids must be accompanied by accurate descriptions of the exact materials, supplies, vehicles, and/or equipment offered for purchase. The Specifications may require copies of detailed factory specifications, ratings, technical data, etc., be submitted along with the Bidder's response package.

1.8. How to Submit Bid Responses:

All Bidders shall:

• Submit their electronic Bid via the eProcurement Portal at https://charlottenc.bonfirehub.com no later than December 14, 2026, at 2:00 p.m. EST.

The original Bid shall be complete and unabridged and shall not refer to any other copy of the signed and sealed original for any references, clarifications, or additional information.

When received, all Bids and supporting materials, as well as correspondence relating to this ITB, shall become the property of the City.

Bids not received by the time and date specified in this section will not be considered unless the delay results from the negligence of the City, its agents, or assigns.

https://charlottenc.bonfirehub.com/

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1.9. Bid Opening:

1.8.1 Bids will be opened publicly via at 5100 Brookshire Blvd. Charlotte, NC 2816, 2nd Floor

Conference Room, unless obviously non-responsive, read aloud publicly.

1.8.2 As a courtesy, the public may also view the bid opening virtually by calling 1-872-256-

4172 (Conference ID: 255 485 450) or by visiting Microsoft Teams Meeting link – Join the meeting now.

Meeting ID: 296 121 926 756 591 Passcode: 6ro9rU67

1.8.3 Charlotte Water is not responsible for technical difficulties experienced by those attending virtually and will proceed with opening bids in accordance with Section 1.8.1.

1.10. Trade Secrets and Personal Identification Information:

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

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

Availability of Bids to City Staff and Contractors By submitting a Bid, each Bidder agrees that the City may reveal any Trade Secret materials and PII contained therein to all City staff and City officials involved in the selection process, and to any outside consultant or other third parties who assist in the selection process or who are hired or appointed by the City to assist in the selection process.

Availability of Bids via Public Records Requests Any person or entity (including competitors) may request Bids submitted in response to an ITB.

Only those portions of ITBs properly designated as Trade Secret or PII are not subject to disclosure.

The public disclosure of the contents of a Bid or other materials submitted by a Bidder is governed by N.C. Gen. Stat. §§ 132 and 66-152, et seq.

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

• Entire Bids may not be marked as Trade Secret; and

• Pricing may not be marked as Trade Secret.

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

https://teams.microsoft.com/meet/296121926756591?p=GKJhyzZCJd3WLRrsvp https://teams.microsoft.com/meet/296121926756591?p=GKJhyzZCJd3WLRrsvp

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1.11. Questions:

There are two (2) ways to ask questions about this ITB: (1) submit a question in writing through the Vendor Discussion feature within the Procurement Portal; or (2) ask a question at the Pre-Bid Conference. Other than these permitted questions, Bidders should refrain from contacting City staff prior to the Bid opening date. The City is not bound by any statements, representations or clarifications regarding this ITB other than those provided in writing by the Procurement Officer.

A Non-Mandatory Pre-Bid Conference to review the ITB and answer questions regarding the Project will be held on October 30, 2026 at 1:00 p.m. via Microsoft Teams.

Microsoft Teams Meeting link – Join the meeting now Meeting ID: 211 870 440 367 347 Passcode: 7Td6By3v

Phone: 1 872-256-4172 Conference ID: 936 709 106#

Questions should reference the ITB page and topic number. Questions must be submitted by 1:00 p.m. EST on November 30, 2026.

The City will post answers to questions posed by prospective Bidders and/or general information concerning this ITB in the form of an addendum to the ITB within the Procurement Portal. The prospective Bidder is responsible for checking the Procurement Portal for any addenda issued for this ITB.

1.12. How to Submit an Objection Relating to This Invitation to Bid:

When a Pre-Bid Conference is scheduled, Bidders should either present their objection at that time (either verbally or in writing) or submit a written objection through the Procurement Portal before the scheduled Pre-Bid Conference.

Except for objections raised at the Pre-Bid Conference, all objections must be submitted in writing through the Procurement Portal at least ten (10) days before the opening of the Bid.

Failure to object in the manner specified above shall constitute a waiver of any objections the Bidder may have to the terms of this ITB or anything that occurred in the Bid process through the end of the Pre-Bid Conference.

1.13. Binding Offer:

Each Bid shall constitute a firm offer that is binding for one hundred twenty (120) calendar days from the Bid opening date.

1.14. Errors in Bids:

Withdrawal of inadvertently erroneous Bids may be permitted where appropriate if the request is submitted to the City within seventy-two (72) hours after Bid opening, not including Saturdays, Sundays, and other days the City of Charlotte is not open to the public for business. A request for withdrawal must be made in writing and directed to the Procurement Officer through the Procurement Portal. Consideration of a request to withdraw a bid will be made in accordance with N.C. Gen. Stat. § 143-129.1.

In case of Bidder errors calculating “extended” prices stated in a Bid, the unit prices shall govern.

1.15. City’s Rights and Options:

The City reserves the following rights, which may be exercised at the sole discretion of the City of Charlotte:

• to supplement, amend, substitute, or otherwise modify this ITB at any time;

https://teams.microsoft.com/meet/211870440367347?p=m1uAd9mwbnQEheAs33 https://teams.microsoft.com/meet/211870440367347?p=m1uAd9mwbnQEheAs33

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• to cancel this ITB with or without the substitution of another ITB;

• to take any action affecting this ITB, this ITB process, or the Products or Services subject to this ITB that would be in the best interests of the City;

• to issue additional requests for information;

• to require one or more Bidders to supplement, clarify, or provide additional information in order for the City to evaluate the Bids submitted;

• to conduct investigations concerning the qualifications and experience of each Bidder;

• to change the Bid opening date or any other dates relevant to this ITB;

• to waive any defect or irregularity in any Bid received;

• to reject any or all Bids;

• to award all, none, or any part of the items that are in the best interest of the City, with one or more of the Bidders responding, which may be done with or without re-solicitation; and

• to enter into any agreement deemed by the City to be in the City's best interest, with one or more of the Bidders responding.

1.16. Bids on All or Part:

Unless otherwise specified by the City or the Bidder, the City reserves the right to award all of the items to be purchased. Bidders may restrict their bids to aggregate consideration by stating in the Bid. However, Bids restricted to consideration in the aggregate must also include a unit price on each item Bid.

1.17. Invitation to Bid Not an Offer:

This ITB does not constitute an offer by the City. No recommendations or conclusions from this ITB process shall constitute a right (property or otherwise) under the Constitution of the United States or under the Constitution, case law, or statutory law of North Carolina.

1.18. Charlotte Business INClusion Program:

Pursuant to Charlotte City Council’s adoption of the Charlotte Business INClusion (CBI) Policy, the CBI program seeks to enhance competition and participation of Small Business Enterprises (SBEs) in City contracting. To accomplish this, the City has examined its procurements and set specific SBE participation goals on a contract-by-contract basis. In addition, CBI makes a concerted effort to expand its certified SBE vendor pool and assist city-certified firms in growing, enhancing, and developing their businesses. CBI offers numerous development programs supporting certified businesses in organizational training, strategic development, and networking opportunities.

The CBI Policy and CBI Manual are posted online here: www.charlottebusinessinclusion.com.

To determine whether disparities exist in City contracting based on race-neutral and gender-neutral factors, and also to measure the effectiveness of the City’s Charlotte Business INClusion (“CBI”) Program, the City tracks the utilization of subcontractors and suppliers on specific City contracts based on race-neutral and general-neutral small business enterprise status (SBE). It is important that the City obtain this data only City-certified SBE suppliers and subcontractors and also for other subcontractors and suppliers. As a condition for receiving payments under this Contract, the Bidder agrees to submit any payment record into InclusionCLT, or any subsequent system designated by the City, detailing the amounts paid by the Consultant to all subconsultants and suppliers receiving payment in connection with this Contract.

City-certified SBE firms can be found in the City’s InclusionCLT system:

https://charlotte.diversitycompliance.com/.

http://www.charlottebusinessinclusion.com/ https://charlotte.diversitycompliance.com/

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1.19. Equal Opportunity:

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

1.20. No Collusion or Conflict of Interest:

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

Bidder shall also be deemed to have represented and warranted that none of Bidder’s or its subcontractors’ owners, employees, directors, or contractors will be in violation of the City’s Conflict of Interest Policy for City, Secondary and Other Employment Relationships (HR 13) if a Contract is awarded to the Bidder.

1.21. Anti-lobbying Provision:

Maintaining the integrity of its ITB process is of paramount importance for the City. To this end, we ask each Bidder’s cooperation in voluntarily refraining from contacting any members of the Charlotte City Council until the award of this Contract is presented to them for approval.

1.22. Certified Test Report:

If the Specifications or Special Conditions require a certified test report, Bidders shall provide such report at their expense, before or with their sealed Bids. The certified test report shall be from a recognized independent testing laboratory or manufacturer’s quality control laboratory and shall show all test results and full compliance with the applicable Specifications.

1.23. Statutory Requirements:

Any Bid submitted in response to this ITB shall be deemed to include full conformance with all North Carolina statutory requirements and the Federal Government's statutory requirements, to the extent applicable. It is the responsibility of each Bidder to conduct its due diligence as to what statutory requirements may apply.

1.24. Guarantor:

If the Bidder is a subsidiary of another entity, the City requires that the Bidder’s parent entity provide a guarantee of payment of all of the Bidder’s obligations under the Contract. The City may also require that the Bidder obtain a guaranty from an entity other than the parent if the City concludes that such a guaranty would be beneficial to protect the City’s interest. If the Bidder is not a subsidiary, the City may require that the Bidder obtain a guaranty of payment from another entity if the City concludes that such a guaranty would be beneficial to protect the City’s interest.

If a guarantor is required, the Bidder must: (1) identify a guarantor that is acceptable to the City,

(2) provide the City with the same financial information about the guarantor that the Bidder is required to provide about itself under this ITB; and (3) provide the City with a signed, legally binding guaranty agreement from the approved guarantor that is acceptable to the City in the City’s sole discretion. Failure to comply with the preceding shall be grounds for rejection of the Bidder’s Bid.

1.25. Award Criteria:

The City reserves the right to award a Contract to the lowest responsive responsible Bidder, taking into consideration Company qualifications and experience, ability to meet the specifications and delivery requirements, inventory control, and reporting capabilities. The City reserves the right to reject any Bid based on function, compatibility with user requirements of utility, and cost.

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1.26. Environmental Preferable Purchasing:

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

Recycled content Renewable resources

Recyclability Reduced Packaging

Biodegradability Reduced toxicity

Compostability Low Volatile Organic Compounds (LVOCs)

Energy and Water Efficiency Pollution Prevention

Life Cycle Management End of Life Management

Bidders are able to supply Products or Services containing any of the applicable environmentally preferable attributes that meet performance requirements are encouraged to offer them in their Bids.

Bidders must provide certification of environmental standards and other environmental claims, such as recycled content and emissions data, or a formal statement signed by a senior company official.

1.27. Contract Award by Charlotte City Council:

The Contract to be awarded under this ITB must be approved by the Charlotte City Council. If such approval is granted, City Procurement will provide the Contract to the Bidder for the Bidder to sign and return. In the event City Council approval is not received within one hundred twenty (120) calendar days after opening of the Bids, the Bidder may request that it be released from the Bid.

1.28. Procurement Schedule

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

DATE EVENT

October 22, 2026 Issuance of ITB. The City issues this ITB.

October 30, 2026 Non-Mandatory Virtual Vendor Pre-Bid Conference to be held in accordance with Section 1.11 at 1:00 p.m. EST

November 5, 2026 Letter of Intent with Qualifying Criteria (Bid Response (Step 1) Due. Prospective Bidders shall submit Letter of Intent with Qualifying Criteria to wendy.raiford@charlottenc.gov by 1:00 p.m. EST.

November 19, 2026 (anticipated)

Notice of Approved Letter of Intent. After reviewing each prospective Bidders’ Letter of Intent and Qualifying Criteria, the City will issue notice to all prospective Bidders to inform them if their Letter of Intent and supporting documentation meets, or does not meet, the Qualifying Criteria required.

November 30, 2026 Submission of Written Questions. Prospective Bidders are permitted to submit written questions, for purposes of clarifying this ITB. All submissions must be pursuant to the instructions in Section 1.11 by 1:00 p.m. EST

December 14, 2026 Bid Submission (Bid Response (Step 2) and Bid Opening. Bids are due by 2:00 p.m. EST All Bids will be opened and publicly

REUSE PILOT SYSTEM SKID-TITLE 22 RECYCLED WATER ( TURNKEY)

ITB# FY27-ITB-03 OCTOBER 22, 2026 15

read aloud at 5100 Brookshire Blvd., Charlotte, NC 28216 in the 2nd Floor Conference Room. Late submissions will not be accepted.

December 2026 Bid Evaluation.

January 2027 Anticipated Contract Award by Council.

1.29. Post-Award Conference:

A Post-Award Conference may be scheduled as soon as practical after the award of the Contract.

The Company shall attend the conference along with the Company’s prospective Project Manager and any anticipated major subcontractors and shall provide at such conference a written schedule for the delivery of any Products or Services for which no delivery dates have been specified in this

ITB.

Section Two Terms and Conditions

REUSE PILOT SYSTEM SKID-TITLE 22 RECYCLED WATER ( TURNKEY)

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TERMS AND CONDITIONS

Each Bid submitted in response to this ITB constitutes an offer to become legally bound to a Contract incorporating terms and conditions outlined in Section 2 and the Sample Contract's Terms and Conditions.

For purposes of this Section, a Bidder that enters into a Contract with the City may be referred to as the “successful Bidder” or the “Company.”

2.

2.1. Contract Types:

The Contract resulting from this Invitation to Bid will be of the type indicated below:

X Definite Quantity: The Contract will be a fixed-price contract that provides for the delivery of a specified quantity of Products and Services at specified times or when ordered.

2.2. Terms of Contract:

X One-Time Purchase: The contract awarded is for a specific quantity purchased at one time.

2.3. Notice to Proceed:

The successful Bidder shall not commence work or make shipment under this ITB until duly notified by receipt of an executed Contract from the City and/or through a Purchase Order (PO). If the successful Bidder commences work or makes shipment before that time, such action is taken at the Bidder's risk, without any obligation of reimbursement by the City.

2.4. Delivery Time:

When delivery time is requested in this ITB (whether in the form of a specific delivery date or a maximum number of days for delivery), time is of the essence. Each Bid shall be deemed a binding commitment of the Bidder to meet the delivery time stated herein unless the Bid specifically takes exception. If such delivery time is not met, the City shall be entitled to terminate the Contract immediately for default and/or exercise any other remedies available by law or in equity.

2.5. Prices Are Firm:

Each Bidder warrants the Bid price(s), terms, and conditions quoted in its Bid shall be firm for acceptance by the City for one hundred twenty (120) calendar days from the Bid opening date.

Once an award is made and a Contract is in place, prices shall remain firm and fixed for the entire Contract period unless otherwise allowed in the Special Conditions and stated in the Bid.

2.6. Prompt Payment Discounts:

Bidders are urged to compute all discounts into the price offered. If a prompt payment discount is offered, it will not be considered in the award of the Contract except as a factor to aid in resolving cases of identical prices.

2.7. Quality:

Unless this ITB specifically states otherwise for a particular item, all components used to manufacture or construct any supplies, materials or equipment or Products provided under this Invitation to Bid shall be: (a) new; (b) the latest model; (c) of the best quality and highest-grade workmanship; and (d) in compliance with all applicable federal, state and local laws, regulations and requirements. By “new,” the City means that the item has been recently produced and has not been previously sold or used.

Whenever this Invitation to Bid or any other part of the Contract states that a Product or Service shall be in accordance with laws, ordinances, building codes, underwriter’s codes, applicable A.S.T.M. regulations or similar expressions, the requirements of such laws, ordinances, etc., shall be construed to be minimum requirements that are in addition to any other requirements that may be stated in this Invitation to Bid or the Contract.

Section Two Terms and Conditions

REUSE PILOT SYSTEM SKID-TITLE 22 RECYCLED WATER ( TURNKEY)

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2.8. Inspection at Bidder’s Site:

The City reserves the right to inspect the equipment, plant, store, or other facilities of a Bidder prior to Contract award and during the Contract term from time to time as the City deems necessary to confirm that such equipment, plant, store, or other facilities conform with the Specifications and are adequate and suitable for proper and effective performance of the Contract. Such inspections shall be conducted during normal business hours and upon at least three (3) days’ notice to the Bidder (except that a store may be inspected at any time during regular store hours without notice).

2.9. Certification of Independent Price Determination:

By submission of a Bid, the Bidder certifies, and in the case of a joint Bid, each party thereto certifies as to its own organization, that in connection with this procurement:

The prices in the Bid have been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition as to any matter relating to such prices with any other Bidder or with any competitor;

Unless otherwise required by law, the Bidder has not knowingly disclosed the prices that have been quoted in this bid directly or indirectly to any other Bidder or to any competition prior to the opening of the bid, and

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

2.10. Insurance:

All Bidders must indicate compliance with the Insurance requirements stated in the General Conditions of the Sample City Contract.

Section Three Specifications

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SPECIFICATIONS

3.1. Background:

Charlotte Water is the largest public water and wastewater utility in the Carolinas, serving more than a million customers in the City of Charlotte and greater Mecklenburg County. Charlotte Water currently operates three (3) water treatment plants and six (6) wastewater treatment plants.

For more facts and figures, visit https://www.charlottenc.gov/water/About-Us .

3.2. Scope:

The scope of this Invitation to Bid (ITB) is to establish a contract for a complete and turnkey, trailer or container-mounted Reuse Pilot System Skid. The Reuse Pilot System Skid shall be capable of producing advanced treated water consistent with California Code of Regulations Title 22, Division 4, Chapter 17, Article 10, Direct Potable Reuse, Sections 64669.45 Pathogen Control and 64669.50 Chemical Control (“Title 22 criteria”).

The system shall function as a small-scale treatment system and shall be capable of reliably producing treated water meeting or exceeding US Environmental Protection Agency’s (US EPA) Safe Drinking Water Act maximum contaminant levels (SDWA MCLs) standards.

The system shall be fully enclosed, self-contained, and suitable for outdoor deployment at multiple Charlotte Water Resource Recovery Facilities. The pilot shall be designed for mobility, durability, and ease of operation by utility staff.

3.2.1 Turnkey Requirements.

Provide a complete turnkey system, including:

• Design and Fabrication

• Delivery and Installation

• Startup and Commissioning

• Controls, Instrumentation, and Programming

• Documentation and Training

• Sampling Plan

• Operation and Maintenance Manual

Provide all components necessary for a fully operational system upon delivery, including:

• Internal Piping and Connections

• Electrical and Control Systems

• Chemical Feed Systems (as required)

Provide a single point of responsibility for all aspects of the system.

• The system shall be delivered as a fully functional, ready-to-operate pilot unit requiring minimal additional work by the City.

https://www.charlottenc.gov/water/About-Us

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3.3. Specifications:

System shall be fully enclosed, self-contained, and suitable for outdoor deployment at multiple Water Resource Recovery Facilities. The fully enclosed containerized unit (e.g. modified shipping container or equivalent) shall be designed for outdoor installation with protection. The pilot shall be designed for mobility, durability, and ease of operation by utility staff.

3.3.1 Basis of Design

• Nominal Flow Rate: 10 gpm minimum

• Operating Range: 5–25 gpm (turndown capability required)

• Feed Source: Tertiary-filtered, disinfected wastewater

• Continuous 24/7 Autonomous Operation ability

• System shall be designed to produce a continuous effluent stream representative of full-scale advanced water treatment facilities

3.3.2 System Configuration and Modularity

The system shall be modular and capable of operating individual unit processes independently or in series, including the ability to reconfigure treatment trains without major re-plumbing.

• Parallel and series operation capability

• Isolation valves and bypass piping for each unit

• Quick-connect or flexible connections

• System shall be transportable between sites via standard truck/trailer

• Sampling ports for each individual unit process including unit influent, effluent, and waste flows

Equipped with:

• HVAC (air conditioning and heating) to maintain equipment and instrumentation within manufacturer-recommended ranges

• Provide lighting sufficient to achieve a minimum illumination level of 500 lux (46-foot candles) at all operator work areas and maintenance access points, measured at the working surface.

• All components shall be secured for transport and re-deployment

3.3.3 Treatment Processes

The proposed treatment system shall provide a multi-barrier advanced treatment process capable of producing reclaimed water that meets Title 22 criteria framework, as applicable.

The treatment train shall include multiple treatment barriers and may incorporate technologies such as, but not limited to:

• Membrane Filtration (MF or UF)

• Reverse Osmosis (RO) or Nanofiltration (NF)

• Advanced Oxidation Process (UV/AOP or equivalent)

• Granular Activated Carbon (GAC), Ion Exchange (IX), Biological Activated

Filtration (BAF), or other equivalent polishing technologies

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*The Bidder shall demonstrate that the proposed treatment train provides equivalent or superior treatment performance, reliability, redundancy, and regulatory compliance.

3.3.4 Finished Water Quality Objectives

The system shall meet Title 22 criteria, be capable of producing treated water that meets SDWA MCLs and supports evaluation of DPR-related water quality goals.

At a minimum, the system shall be designed to achieve:

• Pathogen reduction via multi-barrier processes

• Reduction of dissolved constituents via RO or equivalent

• Oxidation of trace organics via AOP or equivalent

Bidder shall:

• Identify expected treated water quality

• Provide anticipated removal efficiencies

• Demonstrate alignment with multi-barrier treatment principles

3.3.5 Materials of Construction (any deviations must be clearly identified and justified) Process Piping:

• Stainless Steel 316

• RO high-pressure piping shall be stainless steel Valves:

• Industrial-grade ball or butterfly valves suitable for wastewater/reuse applications

• Isolation valves required at each unit process

• Automated valves where necessary for process control Chemical Systems:

• Compatible with oxidants and cleaning chemicals (e.g., hypochlorite, citric acid, caustic)

3.3.6 Instrumentation and Control

The system should include a fully integrated control system with data logging capability.

Minimum instrumentation shall include:

• Flow meters (feed, permeate, concentrate)

• Pressure gauges/transmitters (across each process, as applicable)

• Turbidity (pre/post membrane)

• Conductivity (RO feed and permeate)

• UV intensity and UVT (if applicable)

• Totalizer for system throughput

System shall include:

• Automated data logging and trending

• Remote access capability (preferred)

• Alarm and shutdown functionality

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3.3.7 Residuals Management (Optional Pricing Item)

Provide a separate optional price for residuals management equipment and features. This optional item shall not be included in the total base cost.

The system shall include a defined residuals handling approach, including:

• Collection and routing of:

o RO concentrate o Membrane backwash waste o Cleaning/CIP waste

• Temporary storage (e.g., tote tanks or equivalent)

• Ability to measure and report residual volumes

3.3.8 Sampling Provisions and Plan

• Provide sampling ports upstream and downstream of each unit process

• Designed to support analysis of:

o SDWA MCLs o Nutrients, TOC/DOC o Emerging contaminants o Bacteriological contaminants and demonstration of log reductions

• Sampling ports shall be clearly labeled, accessible, and able to be disinfected

• The bidder shall submit, as part of its bid, a draft startup sampling plan identifying all proposed sampling locations, sampling frequencies, analytical parameters, and monitoring requirements necessary to demonstrate compliance with treatment objectives. Following contract award, the selected Company shall refine the sampling plan as necessary and submit the final plan for Owner review and approval prior to pilot startup.

3.3.9 Performance Validation

The Bidder shall:

• Conduct system startup, commissioning, and optimization

• Demonstrate stable operation across the operating range

• Demonstrate the ability to consistently produce treated water meeting or exceeding

SDWA requirements.

• Validate performance of each individual unit process and overall treatment train

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3.4. Experience and Qualification Criteria – Bid Response (Step 1) The Successful Bidder must satisfy the following minimum requirements, either solely or by bidder’s project team. A Letter of Intent with supporting documentation attached confirming and demonstrating that the prospective Bidder meets the qualifying criteria listed in this Section 3.4 must be submitted in accordance with Section 1.6 (Step 1).

• Company Experience Minimum five (5) years designing and delivering advanced water treatment or potable reuse systems.

• Relevant Pilot Experience Successfully delivered at least three (3) containerized or mobile advanced treatment pilot systems within the last fifteen (15) years. Successfully delivered is defined as the design and operation of an advanced mobile treatment system, in any form, whether temporary or permanent.

• Title 22/DPR Experience At least one (1) completed California Code of Regulations Title 22 reuse (recycled water) project or equivalent advanced potable reuse demonstration.

• Technical Team Qualification Define each technical team member’s role in the project. Provide the technical team’s resumes to demonstrate relevant potable reuse experience at the pilot scale or full scale, with the team lead having at least five (5) years of relevant experience. Provide the technical team’s detailed plan and assurances demonstrating the technical team’s ability and availability to provide twenty-four (24) months of technical support following startup.

• References and Past Performance Provide three (3) owner references of similar projects designing and delivering advanced water treatment or potable reuse systems.

• Turnkey Delivery Capability Provide a sampling plan from past full-scale, or containerized, or mobile advanced treatment pilot system.

Provide an outlined plan to satisfy requirements set in Code of Regulations Title 22, Division 4, Chapter 17, Article 10 Direct Potable Reuse, Sections 64669.45 Pathogen Control and 64669.50 Chemical Control (“Title 22 criteria”).

• The successful Bidder shall demonstrate full compliance with Title 22 Direct Potable Reuse water quality standards and provide a certification statement that guarantees if the system is properly operated and maintained the end user will be able to achieve compliance with Title 22 Direct Potable Reuse water quality standards.

3.5. Bid Response (Step 2)

Upon approval of the prospective Bidder’s Letter of Intent and Qualification Criteria in Bid Response (Step 1), Bidders must submit the following as Bid Response (Step 2) satisfying the below specifications outlined in Section 3.3.

• Technical Approach Provide a description of the proposed…