RFP: Process Validation for Reverse Osmosis Treatment Plant

RFP Number: Process Validation for Reverse Osmosis
Solid Waste Department
Process Validation for Reverse Osmosis Pilot Treatment System
Date of Issue: March 17, 2026
Questions Due Date: April 1, 2026 - 5:00 PM
Proposal Due Date: April 8, 2026 - 2:00 PM
Direct all inquiries concerning this RFP to:
Johnny Scott
Project Manager
Email: jscott@cumberlandcountync.gov
Phone: 910-678-7603
Proposals shall be submitted in accordance with the terms and conditions of this RFP
and any addenda issued hereto
Page 1 of 46

RFP Number: Number: Process Validation for Reverse Osmosis
Table of Contents
1. PURPOSE AND BACKGROUND ......................................................................................................................... 5
2. PROPOSAL INSTRUCTIONS & REQUIREMENTS ......................................................................................... 5
2.1 REQUEST FOR PROPOSAL DOCUMENT ........................................................................................................ 5
2.2 PROPOSAL SUBMITTAL ..................................................................................................................................... 5
2.3 PROPOSAL QUESTIONS ..................................................................................................................................... 6
2.4 RFP TERMS & CONDITIONS.............................................................................................................................. 6
3. NOTICES TO VENDOR ........................................................................................................................................ 7
3.1 PROHIBITED COMMUNICATIONS AND CONFIDENTIALITY .................................................................. 7
3.2 PROPOSAL COMPLIANCE ................................................................................................................................. 7
3.3 PROPOSAL EVALUATION PROCESS .............................................................................................................. 8
3.4 EVALUATION CRITERIA ................................................................................................................................... 8
3.5 METHOD OF AWARD .......................................................................................................................................... 8
4. SCOPE OF WORK & VENDOR'S PROPOSAL CONTENT REQUIREMENTS ........................................... 8
4.1 SCOPE OF WORK ................................................................................................................................................. 8
A. PROCESS VALIDATION FOR REVERSE OSMOSIS PILOT TREATMENT SYSTEM .............................. 8
B. REQUIREMENTS .................................................................................................................................................. 9
C. ELECTRICAL ......................................................................................................................................................... 9
D. OPERATION ........................................................................................................................................................... 9
E. MATERIALS ......................................................................................................................................................... 10
F. FABRICATION ..................................................................................................................................................... 10
G. ACCESSORIES ..................................................................................................................................................... 10
H. EQUIPMENT ......................................................................................................................................................... 10
I. TECHNICAL AND PROCESS VALIDATION REQUIREMENTS ............................................................... 10
J. PERFORMANCE AND ACCEPTANCE CRITERIA ........................................................................................ 11
K. SAMPLING & LABORATORY ANALYSIS PLAN ......................................................................................... 14
L. ENVIRONMENTAL PROTECTION ................................................................................................................. 14
M. EXECUTION (PILOT RO SYSTEM) ................................................................................................................ 14
N. DOCUMENTATION AND MEASUREMENT .................................................................................................. 15
4.2 VENDOR'S PROPOSAL REQUIREMENTS .................................................................................................... 15
A. INTRODUCTION: COMPANY INFORMATION AND EXECUTIVE SUMMARY .................................... 15
B. QUALIFICATIONS OF THE VENDOR ............................................................................................................ 15
C. QUALIFICATIONS OF STAFF .......................................................................................................................... 16
D. TECHNICAL APPROACH .................................................................................................................................. 16
Page 2 of 47

RFP Number: Number: Process Validation for Reverse Osmosis
E. COST PROPOSAL ................................................................................................................................................ 16
5. CONTRACT TERMS AND CONDITIONS ....................................................................................................... 16
5.1 IRAN DIVESTMENT ACT .................................................................................................................................. 16
5.2 E-VERIFY .............................................................................................................................................................. 16
5.3 DIVESTMENT FROM COMPANIES THAT BOYCOTT ISRAEL ............................................................... 17
5.4 CONTRACT CHANGES ...................................................................................................................................... 17
5.5 CONTRACT TERM .............................................................................................................................................. 17
5.6 RECORDS .............................................................................................................................................................. 17
5.7 WRITTEN NOTICE TO PROCEED .................................................................................................................. 17
5.8 APPROPRIATION OF FUNDS ........................................................................................................................... 17
5.9 PRICING ................................................................................................................................................................ 17
5.10 INVOICES.............................................................................................................................................................. 17
5.11 PAYMENT TERMS .............................................................................................................................................. 18
5.12 PAYMENT SCHEDULE ...................................................................................................................................... 18
5.13 FINANCIAL STABILITY .................................................................................................................................... 18
5.14 APPLICABLE FEMA CLAUSES ........................................................................................................................ 18
5.15 LICENSE, PERMITS AND CERTIFICATIONS ............................................................................................... 18
5.16 COMPLIANCE WITH LAWS ............................................................................................................................. 18
5.17 SAFETY ................................................................................................................................................................. 19
5.18 WORK SCHEDULE ............................................................................................................................................. 19
5.19 INSURANCE: ........................................................................................................................................................ 19
5.20 GENERAL INDEMNITY ..................................................................................................................................... 19
5.21 NON-WAIVER OF RIGHTS ............................................................................................................................... 19
5.22 ENTIRE CONTRACT .......................................................................................................................................... 19
5.23 OTHER LAWS AND REGULATIONS .............................................................................................................. 19
5.24 ASSIGNMENT AND SUBCONTRACTING ...................................................................................................... 20
5.25 CONTRACT CANCELLATION ......................................................................................................................... 20
5.26 INDEPENDENT CONTRACTOR ....................................................................................................................... 20
5.27 LAWS AND ORDINANCES ................................................................................................................................ 20
5.28 COMPLIANCE WITH LAWS ............................................................................................................................. 20
5.29 DISPUTE RESOLUTION ..................................................................................................................................... 20
5.30 OTHER MUNICIPALITIES ................................................................................................................................ 20
5.31 RETAINAGE ......................................................................................................................................................... 20
5.32 VENDOR REPRESENTATIONS ........................................................................................................................ 21
ATTACHMENT A: INSTRUCTIONS TO VENDORS ................................................................................................ 22
ATTACHMENT B: EXECUTION OF PROPOSAL ..................................................................................................... 24
ATTACHMENT C: PROPOSAL COST ........................................................................................................................ 25
Page 3 of 47

RFP Number: Number: Process Validation for Reverse Osmosis
ATTACHMENT D: CERTIFICATION OF FINANCIAL CONDITION ................................................................... 26
ATTACHMENT E: CERTIFICATION REGARDING LOBBYING ......................................................................... 27
ATTACHMENT F: NON-COLLUSION AFFIDAVIT ................................................................................................. 28
ATTACHMENT G: FEMA REQUIRED CONTRACT CLAUSES ............................................................................ 29
ATTACHMENT H: PILOT TREATMENT SYSTEM EVALUATION SHEET ...................................................... 42
FIGURE 1: PFAS REMOVAL PILOT SYSTEM SITE LOCATION ........................................................................ 43
FIGURE 2: PFAS REMOVAL PILOT SYSTEM ARRANGEMENT ........................................................................ 45
FIGURE 3: PFAS REMOVAL PILOT SYSTEM FLOW DIAGRAM ....................................................................... 47
Page 4 of 47

RFP Number: Number: Process Validation for Reverse Osmosis
1. PURPOSE AND BACKGROUND
The County of Cumberland requests proposals from qualified vendors to provide a pilot validation study for the treatment of
landfill leachate using Specialty Reverse Osmosis (RO) technology. The purpose of this pilot study is to evaluate the
effectiveness of the proposed system in removing PFAS compounds from leachate prior to discharge to a municipal
wastewater treatment facility. The study will focus on validating operational requirements, performance metrics, and
treatment efficiency to inform potential full-scale implementation. The reject stream from the RO system will be evaluated
by the County during this study for additional concentration and management using foam fractionation system and
destruction technology.
Vendors submitting proposals shall verify that they will be able to meet the Buy America/Build America provisions of the
project funding or present a plan on how you would comply with requirements, prior to execution of a future Agreement for
supply of a full-scale RO system. Selection by the County for the pilot validation is not a pre-requisite for supply of the
full-scale system, as the equipment will be procured under a separate open competitive request for proposal process
following the validation study.
The pilot validation study will be conducted at the Ann Street Landfill, located at 698 Ann Street, Fayetteville, NC 28301.
This study is intended to provide the County with critical data on the system's ability to meet regulatory and project-specific
discharge criteria. Based on the results, the County will determine next steps regarding broader deployment and procurement
of equipment and any additional treatment processes needed to manage residual streams.
2. PROPOSAL INSTRUCTIONS & REQUIREMENTS
2.1 REQUEST FOR PROPOSAL DOCUMENT
The RFP is comprised of the base RFP document, any attachments, and any addenda released before contract award. All
attachments and addenda released for this RFP in advance of any contract award are incorporated herein by reference. By
submitting a proposal, the vendor agrees to meet all stated requirements in this section as well as any other specifications,
requirements and terms and conditions stated in this RFP. 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 in accordance with Section
2.3.
Vendors shall populate all attachments of this RFP that require the vendor to provide information and include an authorized
signature where requested. Failure to include required documents and/or signatures, where requested, will result in
rejection of submitted proposals.
2.2 PROPOSAL SUBMITTAL
Proposals, subject to the conditions made a part hereof and the receipt requirements described below, shall be received at
the address indicated in the table below.
Mailing address for delivery of proposal Office address of delivery by any other method
via US Postal Service (special delivery, overnight, or any other carrier)
PROPOSAL TITLE: Process Validation for Reverse PROPOSAL TITLE: Process Validation for Reverse
Osmosis Pilot Treatment System Osmosis Pilot Treatment System
Cumberland County Solid Waste Department Cumberland County Solid Waste Department
Attn: Johnny Scott Attn: Johnny Scott
698 Ann Street 698 Ann Street
Fayetteville, NC 28301 Fayetteville, NC 28301
Page 5 of 47

RFP Number: Number: Process Validation for Reverse Osmosis
IMPORTANT NOTE: All proposals shall be physically delivered to the office address listed above on or before 2:00
PM EST, in the Solid Waste Administration Office, April 8th, 2026, regardless of the method of delivery. All risk of late
arrival due to unanticipated delay-whether delivered by email, hand, U.S. Postal Service, courier or other delivery service
is entirely on the vendor. It is the sole responsibility of the vendor to have the proposal to the County department specified
by the specified time and date of opening. Any proposal received after the proposal submission deadline will be rejected.
2.3 PROPOSAL QUESTIONS
Written questions shall be emailed to jscott@cumberlandcountync.gov by April 1st, 2026, by 5:00 PM. Vendors should
enter "RFP Process Validation for Reverse Osmosis Pilot Treatment System: Questions" as the subject for the email.
Questions will not be answered by phone. Question submittals should include a reference to the applicable RFP section.
Questions received prior to the submission deadline date, the County's response, and any additional terms deemed
necessary by the County will be posted in the form of an addendum to the Cumberland County Vendor Self Service Site,
https://ccmunis.co.cumberland.nc.us/vss/Vendors/default.aspx and shall become an Addendum to this RFP. Vendors
who submit an intent to bid will receive addendums by email. Vendors shall rely only on written material contained in
an Addendum to this RFP. Vendors should not contact any other County employees, besides those listed above,
during the bid process. Vendors who contact any other County employees may be disqualified.
Any questions considered minute in nature or that point to an error in the RFP or that the County determines will produce
information required in order for all vendors to submit a responsible proposal, may be answered at the County's discretion
after the specified date and time. Such questions that are received after the deadline are not guaranteed to be answered and
if the questions qualify as "minute in nature" shall be determined at the sole discretion of the County.
2.4 RFP TERMS & CONDITIONS
It shall be the vendor's responsibility to read the instructions, the County's terms and conditions, all relevant exhibits and
attachments, and any other components made a part of this RFP and comply with all requirements and specifications
herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be issued
in connection with this RFP.
Questions, issues, or exceptions regarding any term, condition, or other component within this RFP, must be submitted as
questions in accordance with the instructions in Section 2.3 PROPOSAL QUESTIONS. Vendor's proposal shall constitute
a firm offer.
If a vendor desires modification of the terms and conditions of this solicitation, it is urged and cautioned to inquire during
the question period, in accordance with the instructions in this RFP, about whether specific language proposed as a
modification is acceptable to or will be considered by the County. It is the County's sole discretion to accept or reject
requested modifications and/or exceptions.
Page 6 of 47

RFP Number: Number: Process Validation for Reverse Osmosis
3. NOTICES TO VENDOR
3.1 PROHIBITED COMMUNICATIONS AND CONFIDENTIALITY
PROHIBITED COMMUNICATION: 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 of the County's Solid Waste Department as designated in this RFP.
A vendor who does not comply with this provision may be disqualified from award of a contract.
!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 Solid Waste Department of its intent to designate any
information in the proposal as such and received permission from the County Solid Waste Department to do so in
writing. Vendor's notice to the County Solid Waste 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 Solid Waste 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 Solid Waste Department shall be deemed to be acceptance of the County Solid Waste
Department's statement of how it will maintain confidentiality. If the County Solid Waste 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.
3.2 PROPOSAL COMPLIANCE
It is in the best interest of vendors to submit proposals that are clear, concise, and easily understood. Proposals should
provide information essential for a straightforward and concise description of vendor capabilities to satisfy the
requirements of the RFP specifications.
Vendor may include any optional data not provided for elsewhere and considered to be pertinent to this bid as an addendum.
Vendors are urged and cautioned to read the RFP completely through as noncompliance with requirements may result in
bid rejection. Section 4.0 requirements and request for information must be in the same order with the same titles as listed
in Section 4.0. Vendor proposals should be easy to follow, and all sections should be easily identified.
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 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 in Section 2.3.
If the vendor does not indicate or 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.
Page 7 of 47

RFP Number: Number: Process Validation for Reverse Osmosis
3.3 PROPOSAL EVALUATION PROCESS
The County shall review all responses to this RFP to confirm that they meet the specifications and requirements of the
RFP. The County shall not be required to hold interviews; however, depending on the number of responses and the
information contained in the responses, the County may decide to conduct interviews with vendors of its choice. The County
reserves the right to request clarification of information submitted. Vendors may be required to provide a demonstration
upon request.
The County reserves the right to reject any and all proposals.
3.4 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:
1. Qualifications and Relative Experience of Vendor 30 points
2. Qualifications and Experience of Staff 20 points
3. Respondents Proposed Schedule 20 points
4. References 10 points
5. Cost Proposal 20 points
100 points
3.5 METHOD OF AWARD
The County reserves the right to make separate awards to different vendors, to not award one or more-line items 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.
The County reserves the right to reject all original offers and request one or more of the vendors submitting bids within a
competitive range to submit a best and final offer (BAFO), based on discussions and negotiations with the County, if the
initial responses to the RFP have been evaluated and determined to be unsatisfactory.
4. SCOPE OF WORK & VENDOR'S PROPOSAL CONTENT REQUIREMENTS
4.1 SCOPE OF WORK
A. PROCESS VALIDATION FOR REVERSE OSMOSIS PILOT TREATMENT SYSTEM
The Selected Vendor shall provide a fully skid-mounted Pilot Reverse Osmosis (RO) system and conduct a four-week on-
site validation study to demonstrate system performance for PFAS removal from landfill leachate. The system shall
include any and all pretreatment required for the system to operate successfully. The Vendor shall deliver and install the
pilot unit and perform system commissioning to verify proper installation, instrumentation, and operational readiness,
followed by system startup and establishment of stable operating conditions. The four-week validation study period shall
commence only after successful completion of commissioning and startup and shall not include the time required for these
activities. The Lump Sum Price shall cover the pilot system for commissioning, startup, one month of operation, and
demobilization. The scope includes design, fabrication, and delivery of the pilot treatment system; system commissioning
and startup; operator training; technical support during installation and operation; monitoring and data collection; and
preparation of performance reports. The Vendor shall provide delivery FOB to the Owner's Fayetteville, N.C. facility. A
qualified technician shall be present onsite during system setup, commissioning, and startup to verify proper installation
and operation of the pilot unit.
The pilot system shall be designed to treat a minimum of 5 gpm of raw leachate, produce approximately 1 gpm of RO
reject, and achieve a minimum system recovery of 70%. Any necessary pretreatment such as solids removal shall be
incorporated to protect RO membranes. The system shall operate for 8 hours per day, 5 days per week, over the four-week
period. The study shall include installation, commissioning, and startup of the pilot system. All electrical components shall
be rated NEMA 4X, corrosion-resistant, and suitable for outdoor operation or temporary shelter. The Selected Vendor
Page 8 of 47

RFP Number: Number: Process Validation for Reverse Osmosis
should remotely supervise pilot system operation, provide training to the Owner's engineer, HDR, including HDR's
designated operator, and implement automated controls to safely manage the pilot system with minimal manual
intervention. During the study period, effluent and RO concentrate flows shall be collected and monitored. Samples will
be analyzed by the Owner's engineer, HDR, through its contracted laboratory using EPA Method 1633 and other
applicable standard analytical methods.
Owner's engineer, HDR will maintain detailed operational records, retain RO membranes for post-study evaluation, and
prepare a final report summarizing system performance, sampling results, and recommendations for full-scale system
design.
The Counties normal work hours are Monday - Friday 6:00AM-5:00PM.
B. REQUIREMENTS
The pilot system shall be capable of outdoor installation, or, if necessary, placed under a temporary tent structure. The
County will provide a level gravel surface suitable for installation of the pilot treatment system within the designated
installation area shown in Figures 1 and 2. The pilot system shall draw leachate from an Owner-provided 275-gallon feed
tote, which may supply multiple treatment systems. The system shall include feed pumps, which will be provided by the
Owner's engineer, HDR, and all necessary pretreatment and treatment equipment. The Owner will provide a 275-gallon
effluent storage tote and a separate 275-gallon RO concentrate storage tote. The system shall be designed to treat a
minimum of 5 gpm of raw leachate and produce at least 1 gpm of RO reject, which will be further processed for
concentration and residuals management, and shall meet the design criteria in Part I and Part J.
All sampling and analysis shall be performed by the Owner's engineer, HDR. HDR will provide an operator for 8 hours per
day, while the Selected Vendor shall provide a technical representative to supervise setup and startup and to train the
engineer's operator. The Selected Vendor may elect to have a representative on-site for part or all of the validation study.
Procedures for 8-hour/day operation shall be developed by the Selected Vendor; if the system needs to operate 24 hours per
day, provisions must be made for automatic operation and, if necessary, effluent recirculation during unmanned periods. The
Owner intends to retain RO membranes for post-study evaluation of condition and expected life. Following commissioning
and startup, the system shall operate for four weeks at 8 hours per day, 5 days per week. Daily sampling will be performed
by the Owner and reject flows from pretreatment will be measured and occasionally sampled for final disposition.
Pretreatment is expected to include some form of solids removal.
C. ELECTRICAL
a. The treatment system shall be delivered as a skid-mounted systems including all electric equipment, conduit,
junction boxes and wiring.
b. All electrical components provided shall be rated for a corrosive environment and housed in a NEMA 4X
enclosure.
c. Owner will provide power to the vicinity of the treatment area. The vendor will be responsible for connection to
the system.
d. Installation requirements must conform to applicable codes and standards.
D. OPERATION
1. Operational Sequences:
a. It is the intent of the Owner to have operators present for 8+ hours/day/ 5 days per week except in
extreme circumstances. If the system is proposed to run 24 hours a day, provision should be made for
automatic operation and possibly to recirculate effluent as system will not be manned during off shifts.
b. Leachate from the existing leachate basin, will be fed via Owner supplied pump to the a Owner
supplied holding tote from which the Selected Vendor shall pump into the RO system.
c. Effluent from the RO System shall be pumped into a storage tote supplied by the Owner for short term
equalization and blended with treated reject stream prior to discharge to the landfill leachate collection
system as indicated on Figure 2.
d. RO reject will be discharged by the Selected Vendor into a storage tote supplied by the Owner in the
building for short term equalization prior to discharging into the foam fractionation system for
additional concentration of PFAS compounds.
Page 9 of 47

RFP Number: Number: Process Validation for Reverse Osmosis
e. The Selected Vendor shall assess the need for pretreatment to be provided to address suspended solids,
alkalinity, scale or pH adjustment prior to membrane treatment. The Selected Vendor shall include a
system to separate and dewater the solids, with discharge of the liquid back to the pretreatment feed.
f. Vendor will provide a clean-in-place (CIP) system if warranted. All chemicals required for cleaning in
place will be to vendor's account.
2. Controls:
a. The treatment system shall be supplied with sufficient controls such that an operator is not required full
time while it is in operation. Automation should be sufficient to start the system with a minimum of
individual manual operations, and the system shuts down automatically for various fault conditions. At
the minimum, feed flow, product water flow and feed pressure should be capable of being continuously
quantified through instrumentation.
E. MATERIALS
This stream has high TSS and ammonia nitrogen concentrations, a slightly alkaline pH, and relatively high
concentrations of PFAS. Materials and system configuration should take this into account. Materials used in the
treatment system shall be compatible with the wastewater characteristics.
F. FABRICATION
1. Shop Fabrication:
a. Treatment Skids are to be shop fabricated and water tested prior to shipment to the extent possible.
b. Placement of the treatment system in a shipping container to minimize onsite foundation, installation
and setup is desirable, though not required.
G. ACCESSORIES
The Selected Vendor shall provide any special tools required for operation or maintenance of the RO system, and any
critical spare parts whose failure would result in halting the system operation.
H. EQUIPMENT
All equipment must comply with all applicable Federal, State, and local rules and regulations.
I. TECHNICAL AND PROCESS VALIDATION REQUIREMENTS
1. Pretreatment Evaluation
a. The Selected Vendor shall identify and provide all pretreatment necessary to operate the RO system
during the pilot study.
b. Pretreatment shall be designed to address suspended solids and any other constituents that may interfere
with RO membrane operation.
c. Pretreatment systems shall provide solids separation and, where applicable, dewatering of solids
generated during pretreatment.
d. Liquids generated during pretreatment shall be returned to the treatment process unless otherwise
approved by the Owner.
2. System Capacity and Operation
a. The pilot system shall be designed to treat a minimum of 5 gpm of raw leachate.
b. The system shall produce at least 1 gpm of RO reject, which will be directed to other treatment processes
for concentration and residuals management.
c. The pilot system shall operate following commissioning and startup for a period of four (4) weeks.
d. During the validation period the system shall operate approximately 8 hours per day, 5 days per week.
e. Operating procedures shall be developed by the Selected Vendor to support 8-hour-per-day staffed
operation.
Page 10 of 47