AVIA RFP 27-10 Vacant Lot Mowing Zones A and B

REQUEST FOR PROPOSALS
VACANT LOT MOWING ZONES A AND B
Rev.2/2/2023
RFP#: AVIA 27-10, Issue Date: October 6, 2026

Date: October 6, 2026 RFP Number: AVIA 27-10
Subject: Request for Proposals for the following services:
Vacant Lot Mowing Zones A and B
This letter extends an invitation for the submission of a proposal to supply the 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 2:00 PM eastern standard time on
November 3, 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 through the e-bidding portals Q&A Board. Thank you in advance
for your interest in doing business with the 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 David.larson@cltairport.com.
Sincerely,
David Larson
RFP Project Manager
Rev.2/2/2023
RFP#: AVIA 27-10, Issue Date: October 6, 2026

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.
Rev.2/2/2023
RFP#: AVIA 27-10, Issue Date: October 6, 2026

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 Vacant Lot Mowing Zones A and B (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 three (3) years with two optional one-year renewals. 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.
B. SCHEDULE
DATE ACTIVITY (All times are ET)
10/6/2026 Issue RFP
10/20/2026 Submission of written questions
11/3/2026 Proposals are due by 2:00 PM
2/8/2027 Tentative City Council date
3/21/2027 Estimated start date of services
Page | 1
RFP#: AVIA 27-10, Issue Date: October 6, 2026

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 Ryan
Lingholm ("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 RFP Project Manager at david.larson@cltairport.com.
2. Questions and Addenda
The Airport is committed to providing all prospective Proposers with accurate and
consistent information to ensure that no Proposer 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.
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.
Page | 2
RFP#: AVIA 27-10, Issue Date: October 6, 2026

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.
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 Bid Portal Link
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-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.
Page | 3
RFP#: AVIA 27-10, Issue Date: October 6, 2026

Experience & CLT will evaluate the Proposer based on its ability to meet the
Qualifications Experience requirements as set forth in the Specifications,
including Proposer's history.
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. compensation
proposed related to the provision of the
Work.
CBI Program CLT will evaluate the Proposer's plan to comply with the City
of Charlotte's CBI Program as described on RFP Form 4.
Proposers are required to complete and submit CBI Form #3
that lists certified firms that can be used for potential scopes
of work.
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
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.
Page | 4
RFP#: AVIA 27-10, Issue Date: October 6, 2026

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.
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.
Page | 5
RFP#: AVIA 27-10, Issue Date: October 6, 2026

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.
Page | 6
RFP#: AVIA 27-10, Issue Date: October 6, 2026

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.
Page | 7
RFP#: AVIA 27-10, Issue Date: October 6, 2026