RFP: Routine Utility Operations Support Services Request for Proposals

September 18, 2026
TO: Prospective Contractors
FROM: Amy Hall, Public Utilities Manager
RE: Routine Utility Operations Support Services Request for Proposals
Notice and Invitation
Cumberland County (the "County") is soliciting proposals for qualified firms to submit proposals for scheduled and on-
call utility operations support. The County seeks a safety-focused firm capable of supplementing County staff with utility
operations, including but not limited to water meter reading, construction and maintenance inspection, utility repair
training, fire hydrant installation and repair, and limited utility plan review.
The County anticipates one award but may make multiple awards, award selected service categories, or make no award
when determined to be in the County's best interest.
Specifications
Proposals will be received in the Public Utilities Department, 698 Ann Street at any time before 2:00 P.M, as per the
clock located in the Public Utilities office, October 5, 2026. Clearly mark each package with vendor name and RFP
name. Proposals may also be submitted by email to Amy Hall at ahall@cumberlandcountync.gov subject line MUST read
"RFP for Utility Operations Support Services". It is the sole responsibility of the vendor to ensure that the proposal
reaches the destinations listed above by the designated time and hour. If submitting by e-mail, it is recommended that
vendors obtain confirmation that e-mail was received. Proposals received after the specified date and time will be deemed
non-responsive and cannot be considered for award. Important Note: The Execution of Proposal (Attachment A) and all
other required forms must be completed, signed and submitted with proposals.
Should additional information be necessary to prepare a proposal, written questions via e-mail relating to such information
may be submitted to Amy Hall at ahall@cumberlandcountync.gov no later than 2:00 P.M., September 28,2026. Written
questions and responses will be shared with all prospective vendors. Vendors shall rely only on written material contained
in an Addendum to this RFP. Each vendor submitting a proposal, including its representatives, subcontractors, and
suppliers, is prohibited from having any communication with any employees or members of the board of commissioners
of the County except those employees as designated in this RFP. A vendor who does not comply with this provision may
be disqualified from award of the contract.
This solicitation, all attachments and addenda are incorporated herein by reference to any executed contract resulting from
this request for proposal. By submitting a proposal, the vendor agrees to meet all stated requirements, specifications, and
terms and conditions stated in this solicitation. If a vendor is unclear about a requirement or specification or believes a
change to a requirement would allow for the County to receive a better proposal, the vendor is urged and cautioned to
submit these items in the form of a question during the question-and-answer period.
All addendums and/or corrections will be sent by e-mail to vendors who submit an intent to bid and will be posted to the
Cumberland County Vendor Self Service Site https://ccmunis.co.cumberland.nc.us/vss/Vendors/VBids/Default.aspx .

!IMPORTANT INFORMATION! CONFIDENTIAL INFORMATION: The proposal must not contain any
information marked as "confidential" or as a "trade secret" or in any other manner as to indicate that it is information
protected by the Trade Secrets Protection Act ( the "Act") as set out in Article 24 of Chapter 66 of the North Carolina
General Statutes, unless the Vendor has noticed the County Department of its intent to designate any information in the
proposal as such and received permission from the County Department to do so in writing. Vendor's notice to the County
Department must be in writing and must describe the information for which confidentiality is requested and explain how
the information is a "trade secret" as defined in G.S. 66-152(3). If the County Department determines the information
for which confidentiality is requested is a "trade secret" covered by the Act, it will notify the Vendor how to mark the
information in the proposal and will identify the measures that County will take to protect the confidentiality of the
information. Vendor's submission of a proposal after receipt of this notice from the County Department shall be deemed
to be acceptance of the County Department's statement of how it will maintain confidentiality. If the County Department
determines the information for which confidentiality is requested is not a "trade secret" covered by the Act, it will notify
vendor of that determination. Any proposal marked with any information as "confidential" or as a "trade secret" or in any
other manner as to indicate that it is information protected by the Act in violation of this section shall be regarded as not
responsive to the request for proposals and shall not be considered.
Vendors may be required to provide a demonstration upon request.
The County reserves the right to reject any and all proposals.
1. OBJECTIVES
* Maintain accurate, timely water meter reads and exception reporting.
* Stengthen quality control, documentation, safety, and contract compliance on water and wastewater projects.
* Build County employee skills through hands-on water line and sewer line repair training.
* Provide qualified fire hydrant installation, inspection, testing, maintenance, and repair support.
* Provide timely, constructability-focused utility plan reviews while preserving County and regulatory authority.
* Secure access to highly qualified North Carolina-certified utility personnel.
2. SCOPE OF SERVICES
The selected firm shall furnish qualified supervision and personnel, vehicles, tools, equipment, communications,
documentation, and incidental materials required for authorized work. No minimum quantity is guaranteed. Services will
be assigned by task order, work authorization, or another County-approved method.
2.1 Water Meter Reading
* Read residential, commercial, industrial, and other designated meters according to County routes and schedules.
* Use County-approved devices, software, meter-reading systems, or route sheets and protect County data and
equipment.
* Accurately record readings and required route, time, location, meter, and account information.
* Report abnormal use, suspected leaks, damaged or inaccessible meters, unsafe conditions, tampering, missing
lids, stopped meters, and other exceptions.
* Perform rereads and field verification; document estimated or unobtainable reads.
* Meet County accuracy, route completion, transfer, identification, privacy, traffic-control, access, and customer-
contact requirements.
2.2 Utility Project Inspection
* Inspect County water distribution and wastewater collection construction, repair, rehabilitation, and capital
improvement work.
* Review approved plans, specifications, permits, submittals, shop drawings, schedules, and County standards.
* Observe trenching and excavation safety, bedding, pipe, joints, fittings, valves, manholes, services, hydrants,
backfill, compaction, restoration, testing, disinfection, flushing, and startup, as applicable.
* Document labor, equipment, materials, quantities, progress, weather, tests, deficiencies, corrective work,
photographs, and significant communications in daily reports.
* Promptly notify the County of unsafe, defective, concealed, or nonconforming work. The firm shall not direct

contractor means and methods or assume contractor safety obligations.
* Attend meetings and support punch lists, record drawing verification, warranty observations, and closeout.
* Field meetings w/ residents.
2.3 County Staff Training - Water and Sewer Line Repair
* Training shall support safe, consistent field performance and knowledge transfer to County employees.
* Develop competency-based classroom, demonstrations, and supervised hands-on training suited to County
facilities, equipment, procedures, and employee experience.
* Cover job planning, utility locating, excavation, trenching, shoring, confined-space awareness, traffic control,
PPE, lockout/tagout, and emergency response.
* Teach water main and service leak response, isolation, dewatering, exposure, clamps, fittings, restraint, thrust
control, replacement, flushing, disinfection, sampling coordination, pressure testing, and return to service.
* Teach wastewater collection stoppage response, flow-control and bypass concepts, pipe and service repair,
couplings, manhole interfaces, infiltration/inflow observations, testing, cleanup, and return to service.
* Cover proper use and care of repair tools, pumps, compactors, trench-safety systems, locating devices, and related
equipment.
* Provide lesson plans, attendance records, materials, practical skill checklists, and refresher recommendations.
2.4 Fire Hydrant Installation and Repair
* Install, inspect, exercise, test, maintain, troubleshoot, repair, replace, relocate, raise, lower, and return hydrants to
service as authorized.
* Verify manufacturer/model, bury depth, valve operation, drainage, restraint, thrust protection, clearances,
accessibility, orientation, and County compatibility.
* Replace approved packing, seals, gaskets, O-rings, stems, operating nuts, caps, chains, breakaway components,
barrels, and other parts.
* Coordinate shutdowns, notices, flushing, disinfection, testing, traffic control, restoration, and record updates.
* Document asset ID, location, condition, work, parts, status, tests, photos, and follow-up recommendations.
2.5 Utility Plan Review
* At the County's direction, the firm shall provide limited technical and constructability review of proposed water
distribution and wastewater collection improvements.
* Review conformance with County utility standards, details, approved materials, and operational preferences.
* Review pipe alignment and sizing; separations; valves; hydrants; services; meters; manholes; access; easements;
testing; disinfection; bypasses; phasing; maintainability; and record requirements.
* Review constructability, sequencing, tie-ins, shutdown impacts, conflicts, maintenance access, and consistency
among drawings, specifications, and details.
* Provide consolidated written comments, participate in meetings, and document comment resolution.
* Training does not replace any certification, competent-person designation, permit, or safety training required by
law.
* Unless separately authorized and performed under the responsible charge of an appropriately licensed North
Carolina professional engineer, plan review is advisory and does not constitute engineering design, plan sealing,
permit approval, code enforcement, or acceptance for the County or a regulatory agency. The County retains final
authority.
2.6 Emergency and On-Call Support
If included in the contract, the firm shall provide an on-call contact and respond within accepted service levels. The
proposal shall identify standard hours, after-hours availability, mobilization times, minimum charges, and escalation
contacts.
The specifications included in this package describe the services that the County feels are necessary to meet the
performance requirements of this RFP and shall be considered the minimum standards expected of the proposer.
However, the specifications are not intended to purposefully exclude potential bidders.

If the vendor is unable to meet any of the specifications as outlined therein, vendors are advised to submit questions and
concerns regarding the specifications during the question and answer period described above.
If the vendor does not submit questions or concerns regarding the specifications, the County shall assume it is able to fully
comply with these specifications. The County shall be the sole and final judge of compliance with all specifications. The
County further reserves the right to determine the acceptability or unacceptability of any and all alternatives or deviations.
3. County Responsibilities
* Designate a contract administrator and task-order contacts.
* Provide available plans, standards, routes, asset records, schedules, site access, and County procedures needed for
authorized work.
* Retain authority for operational decisions, permits, acceptance, contractor direction, staff assignments, and public
communications unless expressly delegated.
* Review deliverables, authorize work, coordinate County resources, and process accepted invoices.
* Identify County equipment, software, vehicles, parts, facilities, and training locations, if any, made available.
4. EVALUATION CRITERIA
All qualified proposals will be evaluated and award made based on considering the following criteria to result in an award
most advantageous to the County:
4.1 Evaluation and Selection
The County may verify references, seek clarifications, interview firms, request best and final offers, negotiate, or cancel.
Procurement staff should confirm final points before issuance.
Criterion Points
Mandatory qualifications and active NC certifications Pass/Fail
Comparable firm experience 20
Qualifications, availability, and depth of personnel 20
Technical approach, quality control, safety, and documentation 25
Training and knowledge transfer 10
Responsiveness, capacity, and emergency coverage 10
Cost and overall value 15
Total 100
5. METHOD OF AWARD
RFP will be awarded based on best overall value method of award.
The County reserves the right to make separate awards to different vendors, to not award, or to cancel this RFP in its
entirety without awarding a contract, if it is considered to be most advantageous to the County to do so.
6. VENDOR'S RESPONSE REQUIREMENTS
The Execution of Proposal (Attachment A) must be completed, signed and submitted with proposals.
6.1 Personnel and Credential Documentation
* Organization chart identifying the project manager and technical leads.
* For each key person: role, employer, experience, office, availability, resume, and responsibilities.
* Copies of required certificates with number, classification, expiration date, and credential holder. The County may
independently verify credentials.
* Identification of employees, owners, and subcontractors and the services each subcontractor will perform.

* Backup coverage. Loss, expiration, suspension, or restriction of a required credential shall be reported
immediately.
6.2 Deliverables and Performance Standards
Service Minimum Deliverable Timing
Route files; exceptions; rereads; access issues; accuracy and
Meter reading Per route/cycle
completion statistics
Daily reports; photos; quantities; deficiencies; tests; meeting
Inspection Daily/as directed
notes; punch lists
Plan; materials; attendance; skill checklists; evaluation;
Training Each session
recommendations
Work record; parts; status; tests; photos; GPS/asset updates;
Hydrants Each work order
follow-up
Within 5 business
Plan review Numbered comments and comment-resolution log
days
Activity, schedule, safety, staffing, cost, issue report, and
Management Monthly
invoice backup
Final service levels and remedies will be established in the contract. Proposers shall offer measurable standards for meter
accuracy and completion, inspection-report timeliness, plan-review turnaround, training outcomes, hydrant
documentation, and emergency response.
6.3 Proposal Requirements
* Organize proposals in the following order:
* Signed cover letter with legal firm name, address, contact, authority to bind, and addenda acknowledgement.
* Executive summary and understanding of County needs.
* Technical approach for each scope category, including quality control, safety, documentation, scheduling,
communications, customer interaction, and emergency response.
* Firm qualifications, locations, capacity, years in business, and comparable North Carolina public-utility
experience.
* Team information and credential documentation required by Sections 6.1 and 6.5.
* Three to five comparable references from the past five years, including client, contact, dates, value, scope, and
staff.
* Implementation and transition plan, startup time, and required County support.
* Clearly identified exceptions to the RFP or sample contract.
* All County forms, certifications, conflict disclosures, noncollusion statement, and participation information.
* Separate cost proposal using the County pricing form.
6.4 Cost Proposal-Do not leave blank will be considered non-responsive.
Provide fully burdened rates and separately identify travel, vehicles, equipment, materials, parts, after-hours premiums,
minimum call-outs, and reimbursables. The County may negotiate task-order budgets or not-to-exceed amounts.
Category Pricing Basis Rate
Water meter reading Per read/reread; hourly backup
Utility inspector Hourly - regular/after-hours
A-Distribution technical lead Hourly

Category Pricing Basis Rate
Grade IV wastewater technical
Hourly
lead
Repair trainer Hourly / half-day / full-day
Hydrant technician or crew Hourly by crew
Plan reviewer Hourly by classification
Emergency mobilization Call-out and premium
Vehicles/equipment Unit/day/hour
Materials/parts Markup/discount from documented cost
List all other terms and conditions, considerations and fees. Please be sure to note any minimum requirements per service
year. Cost shall be all inclusive. Exclude all sales tax from your proposal. If discount is available for prompt payment,
identify terms so it may be considered in analyzing proposal. Please attach additional sheets, if necessary.
6.5 Minimum Qualifications
A proposal may be deemed nonresponsive if it does not demonstrate every mandatory qualification.
Mandatory Requirement Required Evidence / Standard
At least one proposed key staff member shall hold an active North
NC A-Distribution
Carolina A-Distribution water operator certification and provide
certification
meaningful technical oversight of applicable work.
NC Grade IV wastewater At least one proposed key staff member shall hold an active Grade IV
certification Collections (CS-4).
Required credentials must be active and in good standing at proposal
Credential maintenance due date and throughout the contract. Substitutions require prior
County approval and equal or higher qualifications.
Relevant experience At least 10 years of successful comparable public-utility experience.
A project manager, certified technical leads, inspectors, trainers,
Staffing capacity
meter-reading staff, and backups sufficient for County schedules.
All licenses required for assigned work; written safety program and
Licenses and safety relevant excavation, confined-space, traffic-control, PPE, and hazard
training.
Insurance Evidence of insurance meeting final County requirements.
Additional services- other
qualifications that might be Water treatment surface.
considered
6.6 Questions, Addenda, and Submission
Submit questions in writing to Amy Hall at ahall@cumberlandcountync.gov by the deadline. Only written County
addenda modify this RFP. Unauthorized procurement contacts may result in disqualification to the extent permitted by
County policy and law.

Label: "RFP - Utility Operations Support Services."
Separate the cost proposal if County procedures require.
Late proposals may be rejected; timely delivery is the proposer's responsibility.
Proposals shall remain valid for 120 days.
7. REFERENCES
Vendors shall provide at least three (3) references for which your company has provided services of similar size and scope
to that proposed herein.
COMPANY NAME CONTACT NAME TELEPHONE NUMBER EMAIL ADDRESS
8. TERMS AND CONDITIONS
IRAN DIVESTMENT ACT: As provided in N.C.G.S. 147-86.55-69, any person identified as engaging in investment
activities in Iran, determined by appearing on the Final Divestment List created by the North Carolina State Treasurer
pursuant to G.S. 147-86.57(6) c, is ineligible to contract with the County of North Carolina or any political subdivision of
the COUNTY.
E-VERIFY: CONTRACTOR shall comply with the requirements of Article 2 of Chapter 64 of the General Statutes.
Further, if Contractor utilizes a subcontractor, CONTRACTOR shall require the subcontractor to comply with the
requirements of Article 2 of Chapter 64 of the General Statutes."
DIVESTMENT FROM COMPANIES THAT BOYCOTT ISRAEL: The CONTRACTOR certifies that it has not been
designated by the North Carolina State Treasurer as a company engaged in the boycott of Israel pursuant to N.C.G.S. 147-
86.81. It is the responsibility of each CONTRACTOR to monitor compliance with this restriction. Contracts valued at less
than $1,000.00 are exempt from this restriction.
INSURANCE REQUIREMENTS: Providing and maintaining adequate insurance coverage is a material obligation of
the CONTRACTOR and is of the essence of this Contract. All such insurance shall meet all laws of the County of North
Carolina. Such insurance coverage shall be obtained from companies that are authorized to provide such coverage and that
are authorized by the Commissioner of Insurance to do business in North Carolina. The CONTRACTOR shall at all times
comply with the terms of such insurance policies, and all requirements of the insurer under any such insurance policies,
except as they may conflict with existing North Carolina laws or this Contract. The limits of coverage under each
insurance policy maintained by the CONTRACTOR shall not be interpreted as limiting the CONTRACTOR'S liability
and obligations under the Contract. During the term of the Contract, the CONTRACTOR at its sole cost and expense shall
provide commercial insurance of such type and with such terms and limits as may be reasonably associated with the
Contract.
9. General Terms and Conditions
* The County may reject any or all proposals, waive informalities, seek clarification, negotiate scope and price, and
award in its best interest, subject to law and policy.
* Proposal preparation costs are the proposer's responsibility. Submission creates no contract or entitlement.
* The selected firm shall execute the County contract and comply with applicable laws, permits, safety
requirements, and County policies.
* The selected firm is an independent contractor responsible for its personnel, subcontractors, payroll, taxes,
supervision, safety, tools, and methods.

* Subcontractors require County approval; the prime remains fully responsible.
* The firm shall protect customer, account, infrastructure, confidential, security-sensitive, and personal information
and use it only for authorized purposes.
* The final contract shall address public records, retention, insurance, indemnification, termination, payment, audit,
equal opportunity, E-Verify, Iran divestment, and other required clauses.
* Utility operations require County authorization. The firm shall not independently operate valves, interrupt service,
issue notices, discharge wastewater, or return facilities to service unless expressly authorized.
* The final contract controls in the event of conflict with a proposal.
10. Required Attachments
Attachment Description
A Execution of Proposal
B Sample Evaluation Sheet
C Sample County Contract
D Proposal Cover Sheet and Signature Form
E Certification and License Verification Form
F Reference Form
G Price Proposal Schedule
H Insurance Requirements

ATTACHMENT A: EXECUTION OF PROPOSAL
EXECUTION
In compliance with this Request for Proposal (RFP), and subject to all the conditions herein, the undersigned vendor offers
and agrees to furnish and deliver any or all items/services upon which prices are proposed. By executing this proposal, the
undersigned vendor certifies that this proposal is submitted competitively and without collusion, that it and its principals
are not presently debarred, suspended, proposed for debarment, declared ineligible from covered transactions by any Federal
or State department or agency. Furthermore, the undersigned vendor certifies that it and its principals are not presently listed
on the Department of State Treasurer's Final Divestment List as per N.C.G.S 147-86.55-69.
The potential Contractor certifies and/or understands the following by placing an "X" in all blank spaces:
_______ The County has the right to reject any and all proposals or reject specific proposals with deviated/omitted
information, based on the County's discretion if the omitted information is considered a minor deviation or
omission. The County will not contact vendors to request required information/documentation that is
missing from a proposal packet. Additionally, if the County determines it is in its best interest to do so, the
County reserves the right to award to one or more vendors and/or to award only a part of the services
specified in the RFP.
_______ This proposal was signed by an authorized representative of the Contractor.
_______ The potential Contractor has determined the cost and availability of all materials
and supplies associated with performing the services outlined herein.
_______ All labor costs associated with this project have been determined, including all
direct and indirect costs.
_______ The potential Contractor agrees to the conditions as set forth in this RFP with no exceptions.
_______ Selection of a contract represents a preliminary determination as to the qualifications of the vendor. Vendor
understands and agrees that no legally binding acceptance offer occurs until the Cumberland County Board
of Commissioners, or its designee, executes a formal contract and/or purchase order.
Therefore, in compliance with the foregoing RFP, and subject to all terms and conditions thereof, the undersigned offers
and agrees to furnish the services for the prices quoted within the timeframe required. Vendor agrees to hold firm offer
through contract execution.
Failure to complete, execute/sign (E-signature or handwritten) proposal prior to submittal shall render the proposal
invalid and it WILL BE REJECTED.
VENDOR:
STREET ADDRESS: P.O. BOX: ZIP:
CITY & COUNTY & ZIP: TELEPHONE TOLL FREE TEL. NO:
NUMBER:
PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO
VENDORS ITEM #10):
PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF FAX NUMBER:
VENDOR:
VENDOR'S AUTHORIZED SIGNATURE: DATE: EMAIL:

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