Sludge Dewatering and Disposal _ Biosolids Transportation and Disposal.pdf

REQUEST FOR PROPOSALS

Event #12369

Sludge Dewatering and Disposal & Biosolids Transportation and Disposal

Water Resources Department

SECTION 1

OVERVIEW

1. Request for Proposals (“RFP” or “Event”): The City of Greensboro (“City”) hereby solicits and invites proposals from qualified Companies and Businesses (“Contractor”), with proven experience and expertise, to submit a response to the requirements outlined in this RFP and to provide sludge dewatering and disposal & biosolids transportation and disposal services for the City of Greensboro’s Water Resources Department. The intent of this proposal is to receive a firm unit price and shall be performed in a manner consistent with established specifications outlined in this RFP.

2. Mandatory Pre-Bid Meeting: This mandatory pre-bid meeting will be held on July 23, 2026 at 10:00 AM EST at T.Z. Osborne Water Reclamation Facility located at 2350 Huffine Mill Rd, McLeansville, NC 27301

3. Period and Terms of Contractual Agreement: The selected Contractor(s) will enter into a service agreement with the City to cover the proposed scope of work outlined in Section 2 of this RFP. The contract term will be for three (3) years. Services shall begin approximately on September 1, 2026 or October 1, 2026 through August 31, 2029 or September 30, 2029.

4. Selection Process: After the close of this RFP, Contractor proposals will be reviewed and evaluated for responsible and responsive submissions, and that all proposals have the required documents as outlined in the RFP (if required). Award will be made based on best value, using the Award Matrix on page 7 of this RFP.

A Contractor that wishes to be considered for selection shall submit a complete, concise and comprehensible proposal in the form and manner required by this RFP.

All proposals, inquiries, or correspondence relating to this RFP, and all reports, displays, schedules, attachments, exhibits, and other documentation submitted by any Contractor will become the property of the City upon receipt. All proposals received are subject to North Carolina Public Records laws, as outlined in Chapter 132 of the North Carolina General Statutes, along with the Public Records Confidentiality Clause in this RFP, which governs access to such documents. Any statements or endorsements that contradict these laws and clauses will be disregarded. All proprietary information shared with the City will be subject to the provisions of Chapter 132 of the North Carolina General Statutes and the Public Records Confidentiality Clause.

5. Minimum Requirements: Contractors must meet the minimum specifications and requirements contained in the RFP. Contractors are required to acknowledge all exceptions to the minimum specifications, terms, and conditions in their proposals. Failure to do so may result in the response being deemed nonresponsive.

6. Awarded Contractor Responsibilities:

• Provide Certificate of Insurance with Endorsements covering the minimum insurance requirements

• Actively registered with the NC Secretary of State

7. RFP Questions: Questions regarding this event may be submitted through the Greensboro eProcurement System (“GePS”). Answers will be posted in GePS within two days of the close of the Question and Answer Period; see Item 12: Submission and Response Schedule.

For the duration of this bid process, if it is determined that a Contractor fails to comply to this requirement and initiates correspondence with any other City staff, local elected officials, or representative about this bid process, they may be subject to disqualification.

8. Rights of the City – Proposals and Additional Documentation: As a result of this RFP, the

City reserves the right to accept or reject any and all proposals received in whole or in part, to waive minor technicalities, or to negotiate with all responsive and responsible Contractors. The City also reserves the right to request financial documentation such as independently audited financial statements, most recent tax returns, or profit loss statements before awarding this contract.

9. Rights of the City – Multiple Awards: The City reserves the right to award contract(s) in whole or in part, whichever is in the City’s best interest as it determines in its sole discretion.

The City reserves the right to award multiple contracts.

10. Terms and Conditions: Contractor will abide by all the Terms and Conditions posted in the event. It is the Contractor’s responsibility to read the Terms and Conditions as they are incorporated into the final contract. Within the Terms and Conditions, you will find insurance requirements and reference to the North Carolina State Statutes regarding confidentiality requirements.

11. Due Date: Submittals in response to this RFP must be submitted to the City’s Procurement Services Division via GePS no later than August 5, 2026 by 2:00 PM EST as determined by the City’s computer server. Although the City tries to maintain continuous access to the GePS website, service may be interrupted. Therefore, suppliers are encouraged to submit proposals 24 hours prior to the event closing.

12. Submission and Response Schedule

RFP Issuance July 16, 2026 Mandatory Pre-Bid Meeting July 23, 2026 at 10:00 AM ET Questions and Answer Period Closes July 28 2026 at 2:00 PM ET Submission Period Ends August 5, 2026 at 2:00 PM Anticipated Start Date* September-October, 2026

*Some awards may require Council approval

13. Submittal Requirements: Contractors submitting a proposal must meet the minimum requirements outlined in Section 2: Scope of Work, Section 4: Submittal Materials, and submit the following information with their response:

• Contractor shall be required to answer the Local Preference question on the Event.

• Contractor must provide a minimum of three (3) references with current contact information, including the name, title, and phone number of a contact person along with a brief description and dates of services provided.

• Contractor must have at least five (5) years’ experience providing dewatering and transportation of sludge/biosolids services.

• Contractor must provide a list of equipment that will be used to facilitate the requested services.

• Contractor must provide the name and address of the facility at which all materials will be disposed.

• Contractor must answer all questions on the Event.

14. Contractor will bear all costs associated with the preparation of the bid response

15. Any proposals may be withdrawn or modified prior to the RFP Submission Period End date and time stated in the Submission and Response Schedule.

16. Small Business Enterprises: The City of Greensboro established a Small Business Enterprise

Program (SBE) to provide small businesses with the opportunity to participate as prime contractors by establishing a unique marketplace where small businesses compete against other small businesses instead of larger, more established companies.

The SBE program is a sheltered market for small businesses. This allows smaller companies to participate in contracting and procurement events in areas of construction and repair, commodities and services. The program is non-specific to race or gender. It benefits all eligible small businesses principally located within Guilford, Randolph, and Rockingham counties. To qualify as small business, a company must certify with the City's Office of Business Opportunity.

For questions about the City’s SBE Program, or to register to be a certified SBE, please contact the Office of Business Opportunity at (336) 373-2674 or visit https://www.greensboro-nc.gov/business/office-of-business-opportunity/small-business-enterprise-sbe.

SBE Policy Statement It is the policy of the City of Greensboro to ensure that all businesses, including SBEs, are afforded the maximum practical opportunity to participate in the City’s purchasing and contracting processes. Therefore, the City will not enter into a contract or be engaged in a business relationship with any business entity that has discriminated in the solicitation, selection, hiring, or commercial treatment of vendors, suppliers, subcontractors, or commercial customers on the basis of race, color, religion, national origin, sex, age or on the basis of handicap or any otherwise unlawful use of characteristics regarding the vendor's, supplier's or commercial customer's employees or owners; provided that nothing in this policy shall be construed to prohibit or limit otherwise lawful efforts to remedy the effects of discrimination that have occurred or are occurring.

SECTION 2

SCOPE OF SERVICES

The City of Greensboro’s Water Resources Department is requesting Proposals from qualified and experienced firms (Contractor) for sludge dewatering and disposal & biosolids transportation and disposal services. The services will be provided at T.Z. Osborne Water Reclamation Facility located at 2350 Huffine Mill Rd, McLeansville, NC 27301.

Scope of Proposal services: Proposers can bid on both or either of the following:

1. Management of the liquid sludge dewatering and disposal; and/or

2. Loading and Transportation of Dewatered Cake Biosolids

Liquid Sludge Dewatering and Disposal

The proposer shall submit a detailed description of the methods, equipment, and processes specific the site that will be used to dewater and dispose of liquid sludge with an average solids concentration of 2.5% to 5%. The plan shall include, at a minimum:

• Type of dewatering technology proposed and power needs for project (e.g., belt press, centrifuge, mobile dewatering unit).

• Site-specific plan details schedule times, plan egress and access routes, along with the number of personnel on site.

• Containment, spill prevention, and onsite handling procedures.

• Final disposal method and facility information.

• Minimum tonnage of sludge per sludge management event.

• Contingency procedures for equipment failure or weather-related impacts.

• Proposer shall submit methods used to dewater and dispose of the liquid sludge with an average solids concentration of 2.5-5 %.

• The proposer shall respond with a plan of action within 24 hours of notice and multiple points of contact.

• The contractor is responsible for the reporting and permitting for the hauling and disposal of all material managed.

• The proposer is responsible for reporting, under the appropriate permit, to the North

Carolina Department of Environmental Quality (NCDEQ) for all materials. All reports shall be made available to City of Greensboro Water Resources Department.

Loading and Transportation of Dewatered Cake Biosolids.

1. Transportation Plan and Disposal Locations

The proposer shall submit a detailed Transportation and Disposal Plan describing how Dewatered Biosolids Cake with a 25-28 % solids will be hauled from the facility and delivered to approved end‑use or disposal locations.

The plan shall include:

• Type, capacity, and number of hauling vehicles

• Frequency of pickups and expected daily/weekly volumes

• Procedures for spill prevention, containment, and cleanup during transport

• Contingency plans for equipment failure, weather delays, or disposal site unavailability

• Identification of all receiving sites, including:

- Facility name

- Physical address

- Contact information

- Permitted capacity and regulatory status

2. Dewatering and Loading Areas Cleanliness and Housekeeping:

The proposer shall be responsible for maintaining clean, safe, and orderly conditions in the loading area throughout the duration of service. Requirements include:

• Removal of any spilled biosolids immediately after loading

• Routine cleaning of the surrounding pavement and any affected structures

• Prevention of tracking, runoff, or accumulation of material

Failure to maintain cleanliness may result in suspension of loading operations until conditions are corrected.

3. Loading Attendant Requirements

During all loading operations, the proposer shall provide a dedicated loading attendant who is:

• Physically present at the loading area for the entire duration of loading

• Responsible for overseeing safe and efficient operations and the loading of vehicles

• Accountable for maintaining cleanliness and housekeeping standards

• Competent in communication and coordinate with plant operations staff

The proposer is responsible for reporting, under the appropriate permit, to the North Carolina Department of Environmental Quality (NCDEQ) for all materials. All reports shall be made available to City of Greensboro Water Resources Department.

SECTION 3

SUBMITTAL OF PRICING AND AWARD PROCESS

It is the City’s intent to select Contractor(s) qualified to provide such services based on demonstrated competence and qualification for the type of services proposed and thereafter to negotiate a contract for those services with the best-qualified Contractor(s). If a contract cannot be negotiated with the best-qualified Contractor(s), negotiations with that contractor shall be terminated and initiated with the next best-qualified Contractor. Selection of a Contractor shall include the use of good faith efforts to notify minority firms of the opportunity to submit qualifications for consideration.

The City reserves the right to accept any proposal deemed to be in the best interest of City, to waive any irregularities in any response, to reject any or all responses, and to re-advertise for new responses. The City intends to proceed with the proposal review and selection process then enter into a contract without negotiation, while reserving the right to negotiate at any time. Any and all RFP dates are subject to change.

Evaluation Criteria

The City's Selection Committee will evaluate all submissions. All responses properly submitted and received will be evaluated against the criteria outlined below. The absence of required information may result the response being excluded from further analysis or evaluation. The responses must meet the following minimum qualifications in order to be considered for selection:

• Complete and accurate submittal of the specific proposal components.

• Contractor must demonstrate the ability to staff and supply the services proposed

• Company financial information including audits, statements, etc. to be provided to City upon request

Rates: Prices shall be entered into the GePS event under the Lines Tab.

Line 1: Liquid sludge dewatering and disposal $_________per gallon Line 2: Loading and Transportation of Dewatered Cake Biosolids $_________ per ton

Selection of Award: Contractor must meet all requirements and the minimums listed in the RFP and attached appendices (if applicable). The City may engage in discussions with any potential Contractor prior to final determination and award. The City will award this contract to the best value Contractor(s).

Award Matrix

Available Points Selection Criteria

Price - The vendor with the lowest evaluated bid price will receive the full allocation of price points. Each subsequent proposal will receive a 5‑point deduction from the maximum price score for every position it ranks above the lowest bid.

References: A maximum of 15 points will be assigned for references. The score will be based on the evaluators’ assessment of the feedback provided by each reference.

Qualifications and Experience: Vendors will be evaluated on the depth, relevance, and demonstrated capability of their organization to perform the required work. Evaluation will consider Years of Experience, List of Equipment, Trained and Certified Operators, Disposal Capabilities, Proposed Dewatering Technology, Containment & Spill Prevention, Dewatering & Disposal Methods, Contingency Planning, Meeting OSHA and PPE Standards.

5 Meets Local Preference Policy = 5 points

100 Total Score

SECTION 4

SUBMITTAL MATERIALS

Contractors submitting a proposal must meet the minimum requirements and submit the following information with their response:

Contractor should respond to each of the following requirements in a clear, concise and comprehensive manner. The Contractor should carefully review the Public Records Confidentiality Clause when submitting information for this RFP.

Each proposal submitted for consideration must comply with the stipulations set forth in this RFP as well as any addenda and any written responses from the City to Contractor inquiries.

Contractor’s submission shall identify a single contact person for receipt of responses and information from the City. The method of receipt and distribution of information will be by e-mail. Therefore, include a contact name, phone number, mailing address and e-mail address with the proposal.

The Contractor shall include the information below in its submission in the following order:

1. Letter of Interest:

• A concise letter of interest that must include the following:

a. Contractor Information The name and address of the Contractor and the states in which Contractor is incorporated and chiefly located.

b. Date of Business Establishment Contractor shall provide the date on which their business enterprise was originally established.

c. Principals Authorized to Conduct Negotiations The name, address, telephone number, and e-mail address of the designated contact and principals authorized to conduct negotiations for the business.

d. Contractor’s Interest in Performing Services Description of experience in providing sludge dewatering and/or loading and transportation of dewatered biosolids.

e. Validity of Proposal Statement indicating the proposal will remain valid for acceptance for a period of three (3) months from its submission and thereafter until the Contractor withdraws or a contract is executed, whichever first occurs.

f. An acknowledgment of all addenda to this RFP.

2. Qualifications and Experience: Qualifications and experience discussed should be limited to the specific scope of services being requested. At a minimum, this section should include the following:

• Overview of Contractor's firm, including size of organization, types of services provided, and a description of organizational structure.

• Contractor's length and level of experience and technical competence in the proposed program.

• Must demonstrate knowledge and experience in proposed solutions.

• Contractors’ list of equipment.

• Contractors’ list of trained and certified operators with their resumes and any a copy of any related certificate.

• Contractors’ proposed dewatering technology, disposal capabilities, disposal and transportation methods, contingency and urgent planning, and OSHA and PPE standards.

3. Resumes of Key Personnel:

Provide a summary of all key staff with their associated duties and responsibilities along with an organizational chart of the organization. Full resumes shall be provided and may be included as an Appendix. All relevant experience, certifications, professional licenses and professional memberships should be highlighted on each resume.

Attachments: Addendum 1_July 2026 Appropriations Act