rfp-avia-27-08-family-assist-portfolio-final.pdf

Rev.2/2/2023

RFP# AVIA 27-08, Issue Date 10/06/26

REQUEST FOR PROPOSALS

FAMILY ASSISTANCE PORTFOLIO

Date: October 6, 2026 RFP Number: AVIA 27-08

Subject: Request for Proposals for the following services:

FAMILY ASSISTANCE PORTFOLIO

This letter extends an invitation for the submission of a proposal to supply Charlotte Douglas

International Airport with the non-federally funded services as indicated above. Proposals for the above will be received via the e-bidding portal until 10 am eastern standard time on

November 6, 2026.

Changes to the terms, conditions or specifications stated in this Request for Proposals will be documented in a written addendum, issued by the Charlotte Douglas International Airport. These addenda will be accessible through the e-bidding portal.

Questions should be directed to Monique Goines through the e-bidding portals Q&A Board.

Thank you in advance for your interest in doing business with Charlotte Douglas International

Airport. We look forward to your participation!

Charlotte Douglas International Airport (CLT), a City of Charlotte department does not discriminate based on disability. Auxiliary aids and services, written materials in alternative formats, and reasonable modifications in policies and procedures will be provided upon request to persons with disabilities. To make a request, please email Monique.Goines@cltairport.com.

Sincerely, Monique Goines

RFP Manager mailto:Monique.Goines@cltairport.com

Checklist for submitting a Proposal:

Form 1, Proposal Form

Form 2, Proposal Qualifications and Requirements

Form 3, Nondiscrimination Certification

Form 4, CBI Program Requirements

Form 5, Confidential Information

Form 6, Pricing Worksheet

Exceptions to any part of the RFP (stated and identified separately as “Exceptions”)

The above items must be included in the Proposal. If awarded a contract, evidence of insurance that meets or exceeds the requirements set forth in Exhibit B (Sample Contract) are required.

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RFP# AVIA 27-08, Issue Date: 10/06/26

SECTION 1: GENERAL INSTRUCTIONS

A. INTRODUCTION

Pursuant to this Request for Proposals (“RFP”), Charlotte Douglas International Airport (“CLT” or

“Airport”), which is owned and operated by the City of Charlotte, North Carolina (“City”), is seeking

Proposals from qualified and experienced companies (individually or collectively, the “Proposer”) interested in Family Assistance Portfolio (the “Work”). Details of the requested Work are attached hereto as Exhibit A. The RFP consists of the following components:

Section1: General instructions and special conditions that apply to this proposal process and procurement.

Section 2: The required forms that a Proposer is required to complete and return as its Proposal

(called the “Proposal Response Forms”)

Section 3: A contract substantially similar to the final contract the successful Proposer will be expected to sign, including Exhibit A, the details for the entire scope of work falling under this

RFP (the “Specifications”).

Each reference to this RFP includes all components listed above as well as any addenda provided by the Airport. Please review each section carefully, including all attachments and exhibits.

Proposers will be held accountable for having full knowledge of the contents of this RFP and for performing any due diligence that may be necessary to submit a binding Proposal. Failure to comply with the terms, conditions and requirements of this RFP may result in disqualification of the Proposer in the sole discretion of CLT.

The Work will be governed by a contract between the selected Proposer (“Company”) and the

City, a sample of which is attached hereto as Exhibit B (the “Contract”). The term of the Contract shall be for two (2) years with one optional one-year renewal. Proposers are advised to carefully read and review the form Contract as they prepare their Proposal. CLT reserves the right to revise the terms of the form Contract at any time during the RFP process and to negotiate different terms with the Company.

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B. SCHEDULE

DATE ACTIVITY (All times are EST)

10/6/2026 Issue RFP

10/20/2026 Submission of written questions by 3pm

11/6/2026 Proposals are due by 10am

TBD Proposer interviews (if applicable)

1/1/2027 Estimated start date of services

CLT reserves the right to modify the deadlines set forth in the above table in its sole discretion.

Any such modifications will be stated in an addendum as described below.

C. INSTRUCTIONS TO PROPOSERS

1. Point of Contact

The point of contact for all submissions and correspondence regarding this RFP is Monique

Goines(“RFP Project Manager”) who can be contacted through the Q&A Board online in the e-bidding portal. If there are technical questions regarding use of the e-bidding portal please contact the ITB Project Manager at Monique.Goines@cltairport.com.

2. Questions and Addenda

The Airport is committed to providing all prospective Proposers with accurate and consistent information to ensure that no Bidder obtains an unfair competitive advantage.

To this end, from the date of this RFP through the proposals due date, no interpretation or clarification of the meaning of any part of this RFP will be made orally to any prospective

Proposer except for questions answered at the pre-proposal conference.

Requests for interpretation or clarification must be submitted electronically to the RFP

Project Manager via the e-bidding portal Q&A Board. All questions must be submitted no later than the date and time stated in the RFP Schedule as the deadline for submission of questions. Any questions received after that time may not be addressed prior to the proposal due date. When submitting a request for interpretation or clarification, Proposers are encouraged to utilize the following format:

Item # Page # Section # Section Title Question, Clarification or Modification

Interpretations, clarifications, supplemental instructions and/or changes to the terms, conditions or requirements of this RFP will be documented in written addendum and posted to the e-bidding portal.

mailto:Monique.Goines@cltairport.com

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Only the written interpretations, clarifications or supplemental instructions set forth in the posted addenda shall be binding, and Proposers are warned that no other source is authorized to give information concerning, explaining or interpreting this RFP. The receipt of each addendum must be acknowledged using the space provided on Form 1 in Section

2. The Airport may not consider any RFP that fails to acknowledge receipt of each issued addendum.

3. RFP Acknowledgement

Proposers shall thoroughly examine and become familiar with this RFP, including forms, attachments, exhibits and any addenda that may be issued. The failure or the neglect of a proposer to receive or examine any RFP document shall in no way relieve it from any obligation with respect to its proposal or the obligations that flow from making a selected proposal. No claim based upon a lack of knowledge or understanding of any document or its contents shall be allowed.

4. Proposal Format

Proposals shall consist of all forms included in this RFP (“Forms”) and any additional information relevant to the Work that the Proposer believes will help CLT in making its decision. Responses must be typewritten or completed in ink and signed by an authorized representative of the Company. Any erasures or corrections must be initialed and dated by the authorized representative that signs the Forms. CLT desires all Proposals to be identical in format to facilitate the evaluation process. Failure to comply with the format requirements set forth herein may result in rejection of the Proposal.

5. Submission Requirements

Proposals must be submitted through the e-bidding portal at https://gateway.app.e-builder.net/app/bidders/landing?accountid=80fe0a4a-0c8f-4fcd-ac93-cc9db65522cb&projectid=8636caaf-bcc9-4176-ab83-cc502ccc0396&bidpackageid=e323e33e-3528-4c71-86e8-c715a52b2422.

The pricing must be submitted in the table included on the website. The forms herein must be completed and uploaded to the site by the proposal due date and time.

Submit separately, “Confidential and Proprietary Information,” Trade Secrets and/or personally identifiable information (PII). The confidentiality caption stated above must appear on each page of Trade Secret or PII materials.

Failure of the Proposer to organize the information required by this RFP as outlined herein may result in CLT, at its sole discretion, deeming the Proposal non-responsive to the requirements of this RFP. The Proposer, however, may reduce the repetition of identical information within several sections of the Proposal by making the appropriate cross-https://gateway.app.e-builder.net/app/bidders/landing?accountid=80fe0a4a-0c8f-4fcd-ac93-cc9db65522cb&projectid=8636caaf-bcc9-4176-ab83-cc502ccc0396&bidpackageid=e323e33e-3528-4c71-86e8-c715a52b2422 https://gateway.app.e-builder.net/app/bidders/landing?accountid=80fe0a4a-0c8f-4fcd-ac93-cc9db65522cb&projectid=8636caaf-bcc9-4176-ab83-cc502ccc0396&bidpackageid=e323e33e-3528-4c71-86e8-c715a52b2422 https://gateway.app.e-builder.net/app/bidders/landing?accountid=80fe0a4a-0c8f-4fcd-ac93-cc9db65522cb&projectid=8636caaf-bcc9-4176-ab83-cc502ccc0396&bidpackageid=e323e33e-3528-4c71-86e8-c715a52b2422 https://gateway.app.e-builder.net/app/bidders/landing?accountid=80fe0a4a-0c8f-4fcd-ac93-cc9db65522cb&projectid=8636caaf-bcc9-4176-ab83-cc502ccc0396&bidpackageid=e323e33e-3528-4c71-86e8-c715a52b2422

Page | 4 references to other sections of the Proposal. Appendices for certain technical or financial information may be used to facilitate Proposal preparation.

6. Selection Criteria and Minimum Requirements

Upon review and evaluation of all qualifying proposals, including any interviews that CLT may require, the Evaluation Committee will select and recommend for award the Proposer that, in its sole judgment, is most responsive in meeting the requirements and objectives of this RFP as set forth below.

Experience CLT will evaluate the Proposer based on its ability to meet the

Experience requirements as set forth in the Specifications.

Operations Plan CLT will evaluate the Proposers ability to meet the requirements set forth in the Specifications as detailed in the Proposer’s

Operation Plan.

Staffing Plan CLT will consider the plan to provide necessary staffing and the experience of the individual team members proposed to provide the Work.

Compensation CLT will evaluate the Proposer on the overall compensation proposed related to the provision of the Work.

CBI Program Form 4. Charlotte Business Inclusion Program Requirements

Form must be signed and dated by the Proposer. This Contract has a CBI goal of zero percent (0%)

7. Proposal Terms are Firm and Irrevocable

The signed Proposal shall be considered a firm offer on the part of the Proposer. All

Proposal responses (including all statements, claims, declarations, prices and specifications in the Proposals) shall be considered firm and irrevocable for purposes of contract negotiations unless specifically waived in writing by CLT.

8. Evaluation Committee and Award of Contract

The Aviation Director, or his designee, will appoint an Evaluation Committee to review all

Proposals. As part of the evaluation process, the Evaluation Committee may engage in discussions with any Proposer to determine in greater detail the Proposer’s qualifications and to learn about the Proposer’s proposed method of performance to facilitate arriving at an agreement that will be satisfactory to CLT.

CLT may in its discretion require one or more Proposers to make presentations to the

Evaluation Committee or appear before CLT and/or its representatives for an interview.

During such interview, the Proposer may be required to present its Proposal and to respond in detail to any questions posed. Additional meetings may be held to clarify

Page | 5 issues or to address comments, as CLT deems appropriate. Proposers will be notified in advance of the time and format of such interviews and/or meetings.

The Evaluation Committee will consider all relevant materials and information in making its selection and recommendation to the Aviation Director, the Proposer that it determines is best able to provide the Work.

CLT will inform the Company that it has been selected, subject to final agreement on all terms and conditions of the Contract. If CLT and the Company are unable to agree on the final terms, the Company will be excused from further consideration and CLT may, at its option, select another Proposer.

The City shall have no obligations under this RFP until the Contract has been executed by both parties.

9. Contract Award by City Council

The name of the selected Proposer will be submitted to the City Council or designee for final approval and award (if applicable). Prior to the recommendation to the City Council or designee, the successful Proposer must provide to the Airport an executed Contract which will be substantially similar to the contract in Section 3 Exhibit B of this RFP. Upon approval of the Contract by City Council or designee, the Airport will execute the documents and send a copy to the successful Proposer. The City Council or designee may, in its sole and absolute discretion, accept or reject the recommendation of the

Evaluation Committee, the Contract and supporting ancillary documents.

10. Accuracy of RFP and Related Documents

CLT assumes no responsibility for conclusions or interpretations derived from the information presented in this RFP, or otherwise distributed or made available during this selection process. In addition, CLT will not be bound by or be responsible for any explanation, interpretation or conclusions of this RFP or any documents other than those provided by CLT through the issuance of addenda. In no event may a Proposer rely on any oral statement in relation to this RFP.

Should a Proposer find discrepancies or omissions in this RFP or any other documents provided by CLT, the Proposer should immediately notify CLT of such discrepancy or omission in writing, and a written addendum may be issued if CLT determines clarification is necessary. Each Proposer requesting a clarification or interpretation will be responsible for delivering such requests to CLT as directed in this RFP.

The information contained in this RFP forms, exhibits and attachments, hereto, and any addendum that may be issued, has been obtained from sources thought to be reliable, but the City and its elected officials, officers, employees, agents and contractors, are not liable for the accuracy of the information or its use by prospective respondents.

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11. Proposer’s Cost of Proposal Preparation

Proposers are responsible for all costs associated with the proposal process including, but not limited to, the creation of the proposal and any interviews (if applicable). CLT will not accept any promotional items as part of the proposal process and any such items included will either be discarded or, if so requested, returned to the Proposer at Proposer’s cost.

12. Attempts to Influence the Selection Process

Except for clarifying written questions sent to the RFP Project Manager, all Proposers, including any and all persons acting on their behalf, are strictly prohibited from contacting

City staff on or regarding any matter relating to this RFP from the time the RFP is issued until the intent to award is communicated to Proposers with the exception of requests for additional information made by City Staff in their determination of responsibility and responsiveness of the Proposer (the qualifications and experience of the Proposer).

CLT reserves the right to disqualify any Proposer who contacts a City staff or evaluation committee members concerning this RFP other than in accordance with this RFP.

13. RFP Not an Offer

This RFP does not constitute an offer by CLT. No recommendations or conclusions from this RFP 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.

No binding contract, obligation to negotiate, or any other obligation shall be created on the part of CLT unless CLT and the Proposer execute a Contract following award of such agreement.

14. Withdrawal of Proposal; Correction of Errors

Withdrawal of the proposal may occur at any time prior to the submission deadline as set forth in the RFP Schedule above, by written request, sent by email to the RFP Project

Manager. A request for withdrawal will not be effective until CLT has confirmed, in writing, the receipt of such request. A request to withdraw a Proposal by telephone or facsimile shall not be considered a valid request to withdraw a Proposal. Withdrawal of one proposal will not preclude the submission of another timely proposal but no withdrawal will be allowed after the submission deadline.

If Proposer desires to amend a submitted Proposal before the Proposal Due Date, Proposer must follow the withdrawal procedures described in this Section and resubmit the amended Proposal on or before the Proposal Due Date in a manner consistent with the

Submission Requirements. The Proposer further agrees that in the event of any obvious errors, CLT reserves the right to waive such errors in its sole discretion.

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15. Disqualification of Proposals

Without in any way limiting CLT’s right to reject any or all Proposals, Proposers are advised that any of the following may be considered as sufficient cause for the disqualification of a Proposer and the rejection of a Proposal: (i) failure to meet the eligibility requirements set forth in the Specifications or RFP; (ii) submission of more than one proposal by an individual, firm, partnership or corporation under the same or different names, including the names it does business under unless multiple or alternative proposals were specifically requested under this RFP; (iii) evidence of collusion among proposers; or (iv) improper communication as described above. Proposals will be considered irregular and may be rejected for omission, alterations of form, additions not called for, conditions, limitation, unauthorized alternate proposals or other irregularities of any kind. All the foregoing notwithstanding, however, CLT reserves the right to waive any such irregularities.

16. CLT’s Rights and Options

CLT reserves the following rights, which may be exercised at CLT’s sole discretion:

i. To supplement, amend, substitute, withdraw or otherwise modify this RFP at any time;

ii. To issue additional requests for information;

iii. To require a Proposer to supplement, clarify or provide additional information for CLT to evaluate its Proposal, including without limitation, requests to provide samples of items requested under this RFP;

iv. To conduct investigations with respect to the qualifications and experience of each

Proposer;

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

vi. To share the Proposals with City and/or CLT employees and contractors other than the

Evaluation Committee as deemed necessary;

vii. To award all, none, or any part of the Work set forth in this RFP to one or more

Proposers as is in the best interest of CLT with or without re-solicitation;

viii. To discuss and negotiate with selected Proposer(s) any terms and conditions in the

Proposals including but not limited to financial terms;

ix. To enter into any agreement deemed by CLT to be in the best interest of CLT;

x. To reject any or all proposals submitted; and

xi. To re-advertise for proposals using this RFP or a different RFP or solicitation.

17. Representation by Broker

The City will not be responsible for any fees, expenses or commissions for brokers or their agents. Communications by or between employees of or contractors to the City and any potential or actual respondent broker or agent are not to be construed as an agreement to pay, nor will the City pay any such fees, expenses or commissions. By submitting its proposal, respondent agrees to hold the City harmless from any claims, demands, actions or judgments in connection with such broker fees, expenses or commissions.

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18. Ownership and Public Records Law

All proposals and supplementary material provided as part of this process will become the property of the City. Proposers are advised that all information included in the material provided is public record except for information that falls under one or more of the statutory exceptions set forth in Chapter 132 and 66-152 et seq. of the North Carolina

General Statutes. Proposer may only designate information confidential that it, in good faith, considers a trade secret or confidential under North Carolina public records and trade secret law. However, CLT reserves the right to review and make any final determination on if any material submitted is in fact protected by an exception to North

Carolina’s public record law. In submitting a proposal, each Proposer agrees that the CLT may reveal any trade secrets or confidential information to CLT staff, consultants or third parties assisting with this RFP and resulting Contract. Where information is marked Trade

Secret or confidential, Proposer agrees to indemnify, defend and hold harmless the City and each of its officers, employees and agents from all costs, damages and expenses incurred relating to the City choosing to withhold any material based on Proposer’s designation of said material as a trade secret or confidential.

19. Title VI Solicitation Notice:

The City in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78

Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4), 28 CFR § 50.3, and 49 CFR Part 21, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, all contractors will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of the owner’s race, color, national origin, sex, creed, age, or disability in consideration for an award

21. E-Verify

Where applicable, the successful proposer must agree to meet the E-Verify requirements as set forth in the sample Contract below.

22. NC Prohibitions on Contracts with Companies that Invest in Iran or Boycott Israel.

Where applicable, the successful proposer must certify that it meets the NC Prohibitions on Contracts with Companies that Invest in Iran or Boycott Israel as set forth in the sample

Contract below.

23. Charlotte Diversity and Inclusion Programs

The City complies with three programs, the Charlotte Business INClusion (“CBI”) Program, the Disadvantaged Business Enterprise (“DBE”) Program and the Airport Concession

Disadvantaged Business Enterprise (“ACDE”) Program, depending on the funding source or location and service associated with the Work.

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The CBI Program is based on the City’s long history of creating and implementing strategies to support and encourage local business growth. In 2013, the City Council adopted the CBI policy to promote local business opportunities in the City’s contracting and procurement process for Small Business Enterprises (“SBEs”). A complete list of City of Charlotte certified Small Business Enterprises (“SBEs”) is available on the City’s website at www.charlottebusinessinclusion.com.

The DBE Program is based on the requirements of 49 CFR Part 26 – Participation by DBE in Department of Transportation Financial Assistance Programs. A complete copy of the

City’s DBE Program can be found at www.cltairport.com.

The ACDBE Program is based on the requirements of 49 CFR Part 23 – Participation of

Disadvantaged Business Enterprise in Airport Concessions.

The information and requirements for the diversity and inclusion program applicable to this Contract are set forth in Form 4 of this RFP.

http://www.charlottebusinessinclusion.com/ http://www.cltairport.com/

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SECTION 2: FORMS

FORM 1

PROPOSAL FORM

A. COVER LETTER

The Proposal must include a cover letter including the name, address and telephone number of the Proposer and the executive that has the authority to contract with CLT. It shall also include an Executive Summary outlining how the Company best meets the requirements set forth in this

RFP.

B. NON-COLLUSION AFFIDAVIT

In submitting this Proposal, Proposer hereby declares that the only person or persons interested in this Proposal as principal or principals is or are named herein and that no person other than herein mentioned has any interest in this Proposal or in the contract to be entered into; that this

Proposal is made without connection with any other person, company or parties submitting a

Proposal in response to this RFP; and that it is in all respects fair and in good faith without collusion or fraud. Proposer represents to the City that, except as may be disclosed in an Addendum hereto, no officer, employee or agent of the City presently has any interest, either directly or indirectly, in the business of Proposer, and that any such officer, employee or agent of the City having a present interest in the business of Proposer shall not have any such interest at any time during the term of the Contract should it be awarded to the Proposer.

C. ACKNOWLEDGEMENT OF ADDENDA

Proposer further declares that it has examined the RFP including all Attachments, Exhibits and

Addenda, as acknowledged below, and that he/she has satisfied himself/herself relative to the requirements, procedures and rights of this RFP. Acknowledgment is hereby made of receipt of the following Addenda (identified by number) since issuance of the RFP. Failure to acknowledge all addenda may result in disqualification of the Proposer.

Addendum Number Date

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D. SUBCONTRACTORS

Proposer must list all proposed subcontractors, if any, in the table provided below. No change in the proposed subcontractors listed herein will be allowed without the express written consent of

CLT. All proposed subcontractors must be able to demonstrate their ability to perform the Work proposed to the complete satisfaction of CLT.

Name of Subcontractor Description of Work to be Performed

E. EXCEPTIONS

All Work requested in this RFP must be provided for the price(s) set forth in the Compensation

Sheet, in strict conformance with the terms, conditions and specifications set forth in the RFP

(including any addenda or amendments). Savings associated with the exceptions listed below should be listed separate from the base pricing and such exceptions may or may not be accepted in the sole discretion of the Airport. Exceptions representing material changes to the RFP’s terms

(including the form Contract) are grounds for rejection of the Proposal. For each exception listed below include the relevant page number and section of the RFP. If none, state “None”.

Page & Section

Number

Section Title Exception and Proposed Change

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F. VERIFICATION AND CERTIFICATION OF AUTHENTICITY OF PROPOSAL

The information contained in this Proposal or any part thereof, including its Forms, Attachments, Exhibits and other documents and instruments delivered or to be delivered to CLT, is true, accurate, and complete. This Proposal includes all information necessary to ensure that the statements therein do not in whole or in part mislead CLT as to any material facts.

Submission of this Proposal is the duly authorized official act of the Proposer and the person(s) executing this Proposal and is in accordance with the terms and conditions as set forth in the RFP.

The Proposer is duly authorized and designated to execute this Proposal on behalf of and as of the official act of Proposer, this _______ day of ____________, 20___.

Company Name: ____________________________________

Address: ____________________________________

Signature: ____________________________________

Printed Name: ____________________________________

Title: ____________________________________

Phone Number: ____________________________________

E-Mail Address: ______________________________________

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RFP# AVIA-27-08, Issue Date 10/06/26

FORM 2

QUALIFICATIONS AND PROPOSER REQUIREMENTS

All statements contained herein must be true and correct. Any omissions or inaccuracies may result in the rejection of this Proposal by CLT. Proposers should note that some responses may require separate sheet(s) for response. Those responses should be appropriately marked corresponding to the question. Proposers should use as many additional sheets as necessary to completely answer the question.

The use of the term “Proposer” in this Form 2 applies to Proposer and all subcontractors of

Proposer that will be involved in the performance of the Work pursuant to the Contract unless otherwise noted.

A. FINANCIAL CAPACITY

Proposer is expected to have the financial ability to move forward with the Work, however, Proposer’s financial information will not be required as part of the Proposal. Upon inspection of the Proposals, CLT reserves the right to request all financial information it deems relevant in assessing the validity of the Proposal. Such materials may include, without limitation, an official bank statement, copies of account records certified by a CPA or a letter of credit. If, after reviewing the Proposals, the City requests that Proposer submit financial information as part of its Proposal, Proposer may choose to mark it “CONFIDENTIAL.” Financial information submitted in this manner may not be subject to disclosure under North Carolina’s public records laws.

B. EXPERIENCE AND QUALIFICATIONS

Furnish a statement detailing Proposer’s background, experience and qualifications which at a minimum includes:

• Corporation type;

• State of incorporation;

• Number of years in business;

• Summary of services provided substantially like the Work requested under this RFP;

• Demonstrate experience in the aviation industry, emergency management, family assistance planning and operations, and multi-agency training and exercise programs that align with Homeland Security Exercise and Evaluation Program (HSEEP) principles;

• Submit two (2) example deliverables relevant to this scope of work, such as prior Family

Assistance Plan review or update materials, training curricula, exercise documentation, and/or After‑Action Reports (AARs), and/or Improvement Plans (IPs);

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• Organizational chart reflecting key personnel for the Work including descriptions of their duties under the Contract. Key personnel shall include at a minimum managers and supervisors or the implementation team (as applicable); and

• Names and addresses of at least three (3) companies, excluding CLT, for which the

Proposer provided substantially similar Work within the previous five (5) years, provided in the chart below.

Client 1 Client 2 Client 3

Client Name:

Description of the

Work

Dates Provided:

Compensation:

Point of Contact

(POC):

POC E-Mail Address:

POC Telephone:

Key Personnel

Assigned to the Work:

C. PROPOSER HISTORY

Question Yes/No If Yes, include an explanation

Has Proposer ever been subject to claims, actions, demands, suits or other litigation (collectively litigation) brought by any airport owner/operator or others over non-payment of rent or fees, or non-performance of similar Work as that requested under this RFP?

Does the Proposer have any past due arrearages or is the Proposer in breach of any previous or existing contract with the City?

Has Proposer declared bankruptcy in the past ten (10) years?

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During the past ten (10) years, have any of Proposer’s contracts, leases or other agreements been terminated or cancelled, either voluntarily or non-voluntarily, by another Airport owner/operator?

D. REFERENCES

List three (3) clients, excluding the Aviation Department, for whom you have provided substantially similar work to that requested under this RFP for a reference check. Additional references, including the Aviation Department, may be included on a second form.

Name of Client

Address

Contact Person

Telephone

Number:

E-Mail Address:

Address

Contact Person

Address

Contact Person

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E. OPERATIONS PLAN

Proposer should attach an operations plan, clearly marked, that includes information on specific services provided by the Proposer as part of the Work. This could include, without limitation and as applicable, training plan, quality monitoring program, project schedule, implementation plan, transition plan or any other information related to how the Proposer intends to operate in providing the Work to CLT.

F. STAFFING PLAN

Proposer should provide a staffing plan, which includes how staffing support will be provided to ensure the Work is provided in compliance with the Specifications. This could include, without limitation and as applicable, staffing numbers, schedules, types of positions, location of personnel or any other information that demonstrates how Proposer will provide staffing support for the

Work.

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FORM 3

NONDISCRIMINATION CERTIFICATION

The undersigned Proposer hereby certifies and agrees that the following information is correct:

1. In preparing its Proposal, the Company has considered all proposals submitted from qualified, potential subcontractors and suppliers, and has not engaged in or condoned discrimination, as defined in Section 2 below.

2. For purposes of this form, discrimination means discrimination in the solicitation, selection, or treatment of any subcontractor, vendor, supplier or commercial customer on the basis of a person's race, color, gender, religion, national origin, ethnicity, age, familial status, sex (including sexual orientation, gender identity and gender expression), veteran status, pregnancy, natural hairstyle or disability, or any otherwise unlawful form of discrimination. Without limiting the foregoing, discrimination also includes retaliating against any person or other entity for reporting any incident of discrimination. Without limiting any other remedies that the City may have for a false certification, it is understood and agreed that, if this certification is false, such false certification will constitute grounds for the City to reject the proposal submitted with this certification and terminate any contract awarded based on such proposal. It shall also constitute a violation of the

City’s Commercial Non-Discrimination Ordinance and shall subject the Proposer to any remedies allowed thereunder, including possible disqualification from participating in City contracts or solicitation processes for up to two years.

3. As a condition of contracting with the City, the Proposer agrees to promptly provide to the City all information and documentation that may be requested by the City from time to time regarding the solicitation and selection of subconsultants regarding this solicitation process. Failure to maintain or failure to provide such information shall constitute grounds for the City to reject the proposal submitted by the Proposer and terminate any contract awarded on such proposal. It shall also constitute a violation of the City’s Commercial Non-Discrimination Ordinance and shall subject the Proposer to any remedies allowed thereunder.

4. As part of its proposal, the Proposer shall provide to the City a list of all instances within the past ten years where a complaint was filed or pending against Proposer in a legal or administrative proceeding alleging that Proposer discriminated against its subcontractors, vendors or suppliers, and a description of the status or resolution of that complaint, including any remedial action taken.

5. As a condition of submitting a proposal to the City, the Proposer agrees to comply with the City’s

Commercial Non-Discrimination Policy as described in Section 2, Article V of the Charlotte City

Code, and consents to be bound by the award of any arbitration conducted thereunder.

Signature: ____________________________________

Printed Name: ____________________________________

Date: ____________________________________

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FORM 4

CHARLOTTE BUSINESS INCLUSION PROGRAM REQUIREMENTS

The City has set a CBI goal for this Contract of zero percent (0%).

This Contract may be subject to the terms and conditions of the City’s Charlotte Business

INClusion (CBI) Program regarding subcontracting opportunities that may arise during the term of the Contract. The CBI Program can be found at: www.charlottebusinessinclusion.com. The

Company shall thoroughly examine and be familiar with provisions of the CBI Program. Execution of the Contract shall constitute an acknowledgement upon which the City may rely that the

Company has thoroughly examined, and is familiar with, said regulations and Contract requirements.

Should subcontracting opportunities arise at any point during this Contract, Company shall fill out and submit CBI Form 6- Payment Affidavit, which is available in the Doing Business Section of the

CLT website at www.cltairport.com.

Failure by the Company to comply with the CBI Program shall constitute a breach of the

Contract exposing the Company to a potential termination of the Contract or other appropriate remedy, including withholding of funds, until the Company complies with all the CBI Program requirements.

Company has read and agrees to comply with the above Diversity and Inclusion Program terms and conditions as well as any other terms and conditions set forth in the City’s applicable

Diversity and Inclusion Plan.

http://www.charlottebusinessinclusion.com/ http://www.cltairport.com/

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FORM 5

CONFIDENTIAL INFORMATION

Company agrees to comply with all Confidentiality Requirements set forth in this Section. Failure to comply with the Confidentiality Requirements set forth herein may result in the rejection of

Company’s Proposal or termination of the Contract.

1. CONFIDENTIAL INFORMATION. “Confidential Information” means any information in any medium (whether written, oral or electronic), obtained from the City or any of its suppliers, contractors or licensors which falls within any of the following general categories:

a. Plans and Drawings. Building plans of city-owned buildings or infrastructure facilities, including without limitation as-built drawings of the Facilities, as well as specific details of public security plans, as provided by N.C. General Statute 132-1.7 (a);

b. Trade secrets. For purposes of this RFP, trade secrets consist of information of the City or any of its suppliers, contractors or licensors: (a) that derives value from being secret; and

(b) that the owner has taken reasonable steps to keep confidential. Examples of trade secrets include information relating to proprietary software, new technology, new products or services, flow charts or diagrams that show how things work, manuals that tell how things work and business processes and procedures;

c. Security Plans. Plans to prevent or respond to terrorist activity, including vulnerability and risk assessments, potential targets, specific tactics or specific security or emergency procedures, the disclosure of which would jeopardize the safety of government personnel or the general public or the security of any governmental facility, structure or information storage system as provided by N.C. General Statute 132-1.7 (a);

d. Privileged Information. Any attorney / client privileged information disclosed by the City.

e. Other Information. Other information that is exempt from disclosure under the North

Carolina public records laws.

For purposes of this Section, the term “Restricted Data” refers to and includes: (a) all

Confidential Information that the City is restricted from disclosing under state or federal law;

and (b) all Confidential Information that the City is permitted to withhold from disclosure under state or federal law and has elected to withhold from disclosure

The information described in Sections a and c is a subcategory of Confidential Information called “Highly Restricted Information.” Highly Restricted Information is subject to all requirements applicable to Confidential Information, but is also subject to additional restrictions as set forth in this Contract if applicable.

The parties acknowledge that Confidential Information includes information disclosed prior to submission of a Proposal as well as information disclosed after submission.

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2. RESTRICTIONS AND REQUIREMENTS. The Company shall comply with the following restrictions and requirements regarding Confidential Information:

a. Company shall comply with the City’s Restricted Data Policy, a copy of which is posted on the City’s website, and with any instructions or procedures issued by City key business units from time to time with respect to protecting specific types of Confidential

Information.

b. Company shall not copy, modify, enhance, compile or assemble (or reverse compile or disassemble), or reverse engineer Confidential Information, except as authorized by the

City in writing.

c. Company shall not, directly or indirectly, disclose, divulge, reveal, report or transfer

Confidential Information to any third party, other than an agent, subcontractor or vendor of the City or Company who: (a) has a need to know such Confidential Information for purpose of performing work contemplated by written agreements between the City and the Proposer, and (b) has executed a confidentiality agreement incorporating substantially the form of these requirements. Notwithstanding the forgoing, Company shall not directly or indirectly, disclose, divulge, reveal, report or transfer Highly Restricted to any third party without the City’s prior written consent.

d. Company shall not use any Confidential Information for its own benefit or for the benefit of a third party, except to the extent such use is authorized under these Confidentiality

Requirements or other written agreements between the parties hereto, or is for the purpose for which such Confidential Information is being disclosed.

e. Company shall not remove any proprietary legends or notices, including copyright notices, appearing on or in the Confidential Information.

f. Company shall use reasonable efforts (including but not limited to seeking injunctive relief where reasonably necessary) to prohibit its employees, vendors, agents and subcontractors from using or disclosing the Confidential Information in a manner not permitted by these Confidentiality Requirements.

g. In the event that any demand is made in litigation, arbitration or any other proceeding for disclosure of Confidential Information, Company shall assert these Confidentiality

Requirements as grounds for refusing the demand and, if necessary, shall seek a protective order or other appropriate relief to prevent or restrict and protect any disclosure of Confidential Information.

h. All materials which constitute, reveal or derive from Confidential Information shall be kept confidential to the extent disclosure of such materials would reveal Confidential

Information, and unless otherwise agreed, all such materials shall be returned to the City or destroyed upon satisfaction of the purpose of the disclosure of such information.

i. Company shall restrict employee access to the Confidential Information to those employees having a need to know for purposes of their jobs.

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j. Company shall take reasonable measures to prevent the use or disclosure of Confidential

Information by its employees in a manner not permitted by these Confidentiality

Requirements. Company shall have each of its employees who will have access to the

Confidential Information sign a confidentiality agreement which provides the City and its vendors, licensors, subcontractors, employees and taxpayers the same level of protection as provided by these Confidentiality Requirements.

k. Company shall ensure that each person who obtains access to Confidential Information through Company (including but not limited to Company’s employees and subcontractors) has undergone training sufficient to understand his or her responsibilities with respect to these Confidentiality Requirements.

3. EXCEPTIONS. The City agrees that Company shall have no obligation with respect to any

Confidential Information that the Company can establish:

a. was already known to Company prior to being disclosed by the City;

b. was or becomes publicly known through no wrongful act of Company;

c. was rightfully obtained by Company from a third party without similar restriction and without breach hereof;

d. was used or disclosed by Company with the prior written authorization of the City;

e. was disclosed pursuant to the requirement or request of a governmental agency, which disclosure cannot be made in confidence, provided that, in such instance, Company shall first give to the other party notice of such requirement or request;

f. was disclosed pursuant to the order of a court of competent jurisdiction or a lawfully issued subpoena, provided that the Company shall take reasonable steps to obtain an agreement or protective order providing that these Confidentiality Requirements will be applicable to all disclosures under the court order or subpoena.

4. REMEDIES. Company acknowledges that the unauthorized disclosure of the Confidential

Information will diminish the value of the proprietary interests therein. Accordingly, it is agreed that if Company breaches its obligations hereunder, the City shall be entitled to equitable relief to protect its interests, including but not limited to injunctive relief, as well as monetary damages.

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5. DATA. The Company will treat as Confidential Information all data provided by the City or processed for the City or for citizens under these Confidentiality Requirements (including metadata). Such data shall remain the exclusive property of the City. The Company will not reproduce, copy, duplicate, disclose, or in any way treat the data supplied by the City in any manner except that contemplated by this Confidentiality Requirements.

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FORM 6

PRICING WORKSHEET

Regardless of exceptions taken, Proposers shall provide pricing based on the requirements and terms set forth in this RFP. Pricing must be all-inclusive and cover every aspect of the Project.

In completing the compensation worksheet, the following instructions should be followed:

1. Provide one all-inclusive price for the two-year Family Assistance Portfolio and additional pricing for the Option for One (1) Year Extension, with a clear line-item breakout by major service area, at minimum:

a. Program Management, Governance, and Stakeholder and Partner Coordination

b. Family Assistance Support Plan (FASP) Review, Gap Analysis, and Update

c. Progressive Family Assistance Training and Exercise Program

d. Controller and Evaluator, Volunteer Management and Simulation Support

e. Documentation and Deliverables

2. Provide pricing for a two-year term along with a one-year renewal option, itemized using at least two of the following pricing structures:

a. Retainer model (monthly/annual retainer + hourly labor rates by category).

b. Time-and-materials hourly rates by labor category (with assumptions and any minimum activation period).

c. Pre-priced incident activation packages (remote-only / on-site 24/48/72-hour deployment / extended weekly rates).

3. All price increases over the term of the contract must be noted.

4. If/when there is an error in extension prices, the unit prices, when available, shall govern.

5. If/when exceptions are taken, pricing must reflect the requested items as stated in the

Specifications and as if the exceptions were not accepted by the City. However, in a separate section Proposer shall include any cost savings attributed to the exceptions if accepted by the City.

6. All discounts should be computed into the prices offered where feasible. When 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.

7. Pricing shall include all travel, lodging, per diem, materials, printing, and any other costs associated with the work and/or on-call activations, as applicable.

8. Additional costs associated with the Work must be added as separate line items to the worksheet.

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A. Two-Year Family Assistance Portfolio (Lump Sum)

Description

Two-Year

Lump Sum Price

One-Year

Renewal Option

Lump Sum Price

Program Management, Governance, and

Stakeholder & Partner Coordination

Family Assistance Support Plan (FASP) Review, Gap

Analysis, and Update

Progressive Family Assistance Training and Exercise

Program

Controller and Evaluator Services, Volunteer

Management, and Simulation Support

Documentation and Deliverables

Total

B. On-Call Emergency Services

Please provide pricing for a two-year term along with a one-year renewal option, itemized using at least two of the following pricing structures:

a. Retainer model (monthly/annual retainer + hourly labor rates by category); and/or

b. Time-and-materials hourly rates by labor category (with assumptions and any minimum activation period); and/or

c. Pre-priced incident activation packages (remote-only / on-site 24/48/72-hour deployment / extended weekly rates).

It is understood that the pricing, terms and conditions of this Proposal confirm with the requirements set forth in this RFP and are firm and irrevocable unless provided in writing to CLT.

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SECTION 3: CONTRACT

EXHIBIT A

SPECIFICATIONS

1. Summary. CLT is seeking proposals for a Family Assistance Portfolio to support the Airport over a two-year period. The purpose of this portfolio is to review, validate, and strengthen

CLT’s existing Family Assistance Support Plan (FASP), and to design, deliver, and evaluate a progressive set of training and exercises. These activities will culminate in a Tabletop Exercise

(TTX) and a Full‑Scale Exercise (FSE), designed to prepare internal teams, stakeholders, and partner agencies for incidents on CLT property that require family assistance operations.

From the onset of the performance period, CLT desires that the Proposer have the capability to provide on-call emergency family assistance operational support; to assist with family assistance operations should an incident occur on CLT property requiring these services. This on-call capability shall be proposed and priced as a separately identified option (ex: retainer and/or on-call agreement, task order, and/or hourly rate schedule) and may be activated at

CLT’s discretion.

C…