AVIA ITB 27-09 Tree Obstruction Remediation

PROJECT MANUAL
FOR
TREE OBSTRUCTION REMEDIATION
ITB NUMBER: AVIA ITB 27-09
CHARLOTTE DOUGLAS INTERNATIONAL AIRPORT
CITY OF CHARLOTTE, NORTH CAROLINA
ADVERTISEMENT DATE: SEPTEMBER 3, 2026
(Horizontal Non-Federal)
COVER PAGE

Tree Obstruction Remediation (rev. 08.21.2026)
ITB Number: AVIA 27-09
Table of Contents
I. INVITATION TO BID ........................................................................................................................................ 1
A. INVITATION TO BID .................................................................................................................................... 2
II. INSTRUCTIONS TO BIDDERS ........................................................................................................................... 4
A. INSTRUCTIONS TO BIDDERS ....................................................................................................................... 5
III. BID FORM AND SUPPLEMENTS ..................................................................................................................... 22
A. ITEMIZED BID ................................................................................................................................................... 23
B. EXECUTION OF BID ........................................................................................................................................... 26
C. COMMERCIAL NON-DISCRIMINATION CERTIFICATION.................................................................................... 27
D. CBI FORM 3: SUBCONTRACTOR/SUPPLIER UTILIZATION COMMITMENT (PAGE 1 OF 2) ..................................... 28
IV. CONTRACT REQUIREMENTS ......................................................................................................................... 30
A. CONTRACT ....................................................................................................................................................... 31
B. GENERAL CONDITIONS ..................................................................................................................................... 36
C. PROJECT SPECIFIC SPECIAL CONDITIONS ......................................................................................................... 55
D. SPECIAL CONDITIONS FOR NON-FEDERAL PROJECTS ....................................................................................... 60
E. INDEMNITY AND INSURANCE ........................................................................................................................... 65
F. FEDERAL REQUIREMENTS ................................................................................................................................ 67
G. DIGITAL CAD STANDARDS FOR AIRPORT PROJECTS (REV. 3.31.2016) ............................................................... 70
V. CHARLOTTE BUSINESS INCLUSION PROGRAM .............................................................................................. 71
VI. AIRPORT SECURITY REQUIREMENTS ............................................................................................................ 78
A. SECURITY PROGRAM ........................................................................................................................................ 79
B. AIRPORT CREDENTIALING REQUIREMENTS ..................................................................................................... 81
C. CONSTRUCTION SECURITY PLAN ...................................................................................................................... 82
VII. CONTRACT FORMS ....................................................................................................................................... 84
A. STATE/COUNTY SALES/USE TAX STATEMENT .................................................................................................. 85
B. CHANGE ORDER FORM .................................................................................................................................... 86
C. CONTINGENCY TRANSFER FORM ..................................................................................................................... 88
D. CONTRACTOR'S AFFIDAVIT - RELEASE AND WAIVER OF CLAIMS ..................................................................... 90
VIII. TECHNICAL SPECIFICATIONS ......................................................................................................................... 91
IX. PLANS .......................................................................................................................................................... 92
TABLE OF CONTENTS

Tree Obstruction Remediation (rev. 08.21.2026)
ITB Number: AVIA 27-09
I. INVITATION TO BID
INVITATION TO BID INV - 1

Tree Obstruction Remediation (rev. 08.21.2026)
ITB Number: AVIA 27-09
A. INVITATION TO BID
The City of Charlotte (the "City") hereby invites sealed bids for the following project at Charlotte Douglas
International Airport:
PROJECT NAME: Tree Obstruction Remediation
PROJECT NUMBER: AVIA ITB 27-09
BID PORTAL LINK: [h ttps://gateway.app.e-
builder.net/app/bidders/landing?accountid=80fe0a4a-0c8f-4fcd-
ac93-cc9db65522cb&projectid=8636caaf-bcc9-4176-ab83-
cc502ccc0396&bidpackageid=264a9f1f-89a6-411b-a44e-
20f284fb2e3d
PRE-BID MEETING DATE AND TIME: September 10, 2026, 9:00 AM ET (via Microsoft Teams)
PRE-BID CONFERENCE LINK: h ttps://teams.microsoft.com/meet/212322512917379?p=Wbm9YK
DKi39P5cRDqm
PRE-BID MEETING ID: 212 322 512 917 379
PRE-BID PASSWORD: cA6jF3UH
BID DUE DATE AND TIME: October 1, 2026, 2:00 PM ET (via Microsoft Teams)
BID OPENING LINK: https://teams.microsoft.com/meet/290510731981630?p=hc9x2SLLC
vKSYdkSsi
BID OPENING ID: 290 510 731 981 630
BID OPENING PASSWORD: cv7yJ3SU
SCOPE OF WORK:
This project involves the removal (including stump removal), topping, and trimming of trees and vegetation that has
penetrated or is projected to penetrate protected Federal Aviation Administration (FAA) Part 77 airspace surfaces
surrounding Charlotte Douglas International Airport (CLT). Vegetation will be reduced to maintain the required
clearance of at least 20 feet below the FAA Part 77 surface, ensuring continued compliance with FAA airspace
protection standards and enhancing the safety of aircraft operations. The total remediation area encompasses
approximately 80 acres and will be completed in prioritized phases based on the criticality of each area for airport
operations and safety. Remediation activities include tree removal, tree topping, and vegetation management within
key operational areas, including the One Engine Inoperative (OEI) surface and Runway Protection Zones (RPZ). The
project involves remediation on CLT owned real property, Right-of-Ways owned by the North Carolina Department
of Transportation (NCDOT) (encroachment agreement pending), Right-of-Way owned by the Norfolk Southern
Corporation (NS or NSRR) (entry agreement pending), and the private real property of third-party owners (Property
Owner) that the City has secured a Right-of-Entry with to perform the Work on such private property. The Notice to
Proceed (NTP) is expected to be issued by February 8, 2027.
Bidders may obtain the complete Project Manual, including all plans, drawings, specifications, and addenda ("Bid
Documents") beginning September 3, 2026 from the Bid Portal. Bidders may access the bid portal via the link shown
above.
Pre-Bid Conference: Attendance at the Pre-Bid Conference is not mandatory but is strongly encouraged. All visitors
to the CLT Center are required to show photo ID and obtain a visitor's pass from the CLT Center front desk. Please
INVITATION TO BID INV - 2

Tree Obstruction Remediation (rev. 08.21.2026)
ITB Number: AVIA 27-09
allow time for this procedure as the Pre-Bid Meeting time cannot be changed for any reason. Preferred brand
alternates, to the extent applicable, will be addressed at the Pre-Bid Meeting.
Title VI Solicitation Notice:
The City, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. 2000d
to 2000d-4), 28 CFR 50.3. and 49 CFR Part 21, hereby notifies all bidders that it will affirmatively ensure that any
contract entered into pursuant to this advertisement, all contractors will be afforded full opportunity to submit bids
in response to this invitation and will not be discriminated against on the grounds of the owner's race, color, national
origin, sex, creed, age, or disability in consideration for an award. A5.3.1
Attempts to Influence the Selection Process: Except for clarifying written questions sent to the ITB Manager, all
Bidders, including all persons acting on their behalf, are strictly prohibited from contacting City staff, NCDOT, NSRR,
and the Property Owners, on or regarding any matter relating to this ITB from the time the ITB is issued until the
intent to award is communicated to Bidders. CLT reserves the right to disqualify any Bidder who makes
inappropriate contact concerning this ITB, other than in accordance with this ITB.
INVITATION TO BID INV - 3

Tree Obstruction Remediation (rev. 08.21.2026)
ITB Number: AVIA 27-09
II. INSTRUCTIONS TO BIDDERS
INSTRUCTIONS TO BIDDERS ITB - 4

Tree Obstruction Remediation (rev. 08.21.2026)
ITB Number: AVIA 27-09
A. INSTRUCTIONS TO BIDDERS
1.0 DEFINITIONS
1.1 Addendum or Addenda. Written or graphic instruments issued by the Owner prior to the submission of
Bids which modify or interpret the Bidding Documents by additions, deletions, clarifications, or corrections
or other type of modifications. Bidders, upon receiving Addenda, shall insert same into the Bid Documents.
1.2 Additive or Deductive Bid Item (Alternate Bid). An amount stated in the Bid to be added to or deducted
from the amount of the Base Bid if the corresponding change in the Work, as described in the Bidding
Documents, is accepted by the Owner.
1.3 Air Operations Area (AOA). Any area of the Airport used or intended to be used for the landing, takeoff,
or surface maneuvering of aircraft. An air operation area shall include such paved or unpaved areas that
are used or intended to be used for the unobstructed movement of aircraft in addition to its associated
runway, taxiway, or apron.
1.4 Airport. The Charlotte Douglas International Airport, including all areas of land or water used or intended
to be used for the landing and takeoff of aircraft and including its buildings and facilities, if any.
1.5 Airport Improvements Program (AIP). A grant program administered by the Federal Aviation
Administration.
1.6 Alternate. An amount stated in a bid for a specific material, product or good that can be added or deducted
from the Base Bid by the Owner if the defined changes are made to the Plans or Specifications.
1.7 Authorized Representative. The firm or individual nominated by the Owner to act on behalf of the Owner;
e.g., Engineer and/or Architect of Record, City Project Manager or others as designated by Owner.
1.8 Award. The Owner's acceptance of the successful bidder's proposal, upon authorization of the Charlotte
City Council.
1.9 Base Bid. The sum stated in the Bid for which the Bidder offers to perform the work described in the Bidding
Documents as the base, to which work may be added or from which work may be deducted for sums stated
in Additive or Deductive Bid Items.
1.10 Bid. A complete and properly signed offer to do the work or designated portion thereof for the sums
stipulated therein submitted in accordance with the Bidding Documents.
1.11 Bid Documents. All documents and forms contained in this Project Manual.
1.12 Bid Security. The security furnished with a Bid to guarantee that the Bidder will enter into the Contract if
its Bid is accepted by the Owner.
1.13 Bidder. Any individual, partnership, firm, corporation or other business entity acting directly through a duly
authorized representative, who submits a bid for the Work contemplated.
1.14 Calendar Day. Every day shown on the calendar. Any reference to the word "day" or "days" shall mean
calendar day or calendar days, respectively, unless otherwise expressly provided.
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Tree Obstruction Remediation (rev. 08.21.2026)
ITB Number: AVIA 27-09
1.15 Change Order. A written order to the Contractor covering changes in the Plans, Specifications, or Contract
Item quantities and establishing the basis of payment and Contract Time adjustment, if any, for the Work
affected by such changes.
1.16 Claim. A demand or assertion by one of the parties seeking, as a matter of right, payment of money, or
other relief with respect to the terms of the Contract. The term "Claim" also includes other disputes and
matters in question between the Owner and Contractor arising out of or relating to the Contract.
1.17 Contract Documents or Contract. The executed agreement between the Owner and the successful bidder,
covering the performance of and compensation for the Work. The term Contract is all inclusive with
reference to all written agreements affecting a contractual relationship and all documents referred to
therein. The Contract shall include, but not be limited to the Invitation to Bid, Instructions to Bidders, Bid
Form and Supplements, Contract Requirements and Forms, required certificates and affidavits, bonds,
addenda, technical specifications and plans. The Contract shall constitute one instrument.
1.18 Contract Item or Pay Item. A specific unit of Work for which a price is provided in the Contract.
1.19 Contract Time. The number of calendar days or working days, stated in the proposal, allowed for
completion of the Contract, including authorized time extensions. If a calendar date of completion is stated
in the proposal, in lieu of a number of calendar or working days, the Contract shall be completed by that
date.
1.20 Contractor. The successful Bidder with whom the City contracts for the Work.
1.21 Date of Final Completion (may also be referred to as Final Acceptance). The date determined and certified
by the design professional and Owner on which the Work on the Project is fully and satisfactorily complete
in accordance with the Contract.
1.22 Disadvantaged Business Enterprise (DBE). A for-profit small business concern: (a) that is at least fifty-one
(51%) percent owned by one or more individuals who are both socially and economically disadvantaged or,
in the case of a corporation, in which fifty-one (51%) percent of the stock is owned by one or more such
individuals; and (b) whose management and daily business operations are controlled by one or more of the
socially and economically disadvantaged individuals who own it.
1.23 Engineer. The individual, partnership, firm or corporation duly authorized by the Owner to be responsible
for engineering inspection of the contract work and acting directly or through an authorized representative.
1.24 Federal Aviation Administration (FAA) of the U.S. Department of Transportation. When used to designate
a person, FAA shall mean the Administrator or his duly authorized representative.
1.25 Final Acceptance (may also be referred to as Date of Final Completion). The date determined and certified
by the design professional and Owner on which the Work on the Project, including all submittals such as as-
builts, warranty assignments and training materials, is fully and satisfactorily complete in accordance with
the requirements of the Contract.
1.26 Inspector or Project Inspector. An authorized representative of the Engineer assigned to make all necessary
inspections and/or tests of the work performed or being performed, or of the materials furnished or being
furnished by the Contractor.
1.27 Invitation to Bid (ITB). A public announcement, as required by local law, inviting Bids for Work.
INSTRUCTIONS TO BIDDERS ITB - 6

Tree Obstruction Remediation (rev. 08.21.2026)
ITB Number: AVIA 27-09
1.28 Major and Minor Contract Items. A major Contract item shall be any item that is listed in the proposal, the
total cost of which is equal to or greater than 25 percent of the total amount of the awarded Contract. All
other items shall be considered Minor Contract items.
1.29 Notice To Proceed (NTP). A written notice to the Contractor to begin the Work on a specified date.
1.30 Owner. The City of Charlotte. For the purpose of this Project Manual, the Owner may also be referred to
as the Sponsor, CLT or City.
1.31 Payment Bond. The approved form of security furnished by the Contractor and its surety as a guaranty
that it will pay in full all bills and accounts for materials and labor used in the construction of the Work.
1.32 Performance Bond. The approved form of security furnished by the Contractor and his surety as a
guarantee that the Contractor will complete the Work in accordance with the terms of the Contract.
1.33 Plans. The official drawings or exact reproductions, approved by the Owner, which show the location,
character, dimensions and details of the Airport and the Work to be done and which are to be considered
as part of the Contract.
1.34 Project. A specific Airport development. The Work may be a portion or the whole of a Project.
1.35 Project Manual. The comprehensive compilation of Contract Documents.
1.36 Restricted Area(s). Areas not open to the public and include all SIDA and Secured Areas, AOA, and non-
public portions of the Sterile Area to include the main terminal basement and loading dock area.
1.37 Runway. The area on the Airport prepared for the landing and takeoff of aircraft.
1.38 SIDA. The Secure Identification Display Area. The portion of CLT specified in the airport security program
in which security measures specified in 49 CFR Part 1542 are carried out. This area includes the Secured
Area and may include other areas of the airport. At CLT, it is all of the area inside the perimeter fence, with
the exception of the FBO and NC Air National Guard ramp. See CLT's Security Standards Appendix 1 for
specific details of the current boundaries of the SIDA.
1.39 SIDA Badge. A photo identification badge owned and issued by CLT that authorizes the recipient to enter
and be within the SIDA without escort.
1.40 Small Business Enterprise (SBE) Small Business Enterprise means a business which (a) is at least fifty-one
percent (51%) owned by one or more persons (b) the owner has a personal net worth less than 750,000 a
year; (c) is located within the Charlotte Regional Area and lastly (d) has been in business a minimum of 1
year.
1.41 Socially and Economically Disadvantaged Individual. Socially and Economically Disadvantaged Individual
means any individual who is a citizen (or lawfully admitted permanent resident) of the United States and
who a certifier finds to be socially and economically disadvantaged on a case-by-case basis. A determination
that an individual is socially and economically disadvantaged is not based in whole or in part on race or sex,
but is based on whether the individual can meet the relevant criteria described in 49 CFR Part 26.67. Being
born in a particular country does not, standing alone, mean that a person is necessarily socially and
economically disadvantaged.
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Tree Obstruction Remediation (rev. 08.21.2026)
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1.42 Specifications. The written directions and requirements for completing the Work. Standards for specifying
materials or testing which are cited in the specifications by reference shall have the same force and effect
as if included in the Contract physically.
1.43 Sterile Area. The portions of CLT defined in the airport security program that provides passengers access
to boarding aircraft and to which that access generally is controlled by TSA, or by an aircraft operator under
Part 1544 of 49 CFR Chapter XII or a foreign air carrier under Part 1546 of said chapter, through the
screening of persons and property. At CLT this is the terminal area beyond the security checkpoints.
1.44 Structures. Airport facilities such as buildings, bridges; culverts; catch basins; inlets; retaining walls;
cribbing; storm and sanitary sewer lines; water lines; underdrains; electrical ducts, manholes, handholes,
lighting fixtures and bases; transformers; flexible and rigid pavements; navigational aids; buildings; vaults;
and, other manmade features of the Airport that may be encountered in the Work and not otherwise
classified herein.
1.45 Substantial Completion. The stage in the progress of the Work when the Work or designated portion
thereof is sufficiently complete in accordance with the Contract Documents so that the Owner can legally,
practically, and reasonably occupy or utilize the Work for its intended use.
1.46 Surety. The corporation, partnership, or individual, other than the Contractor, executing a Bid Payment,
Performance or Guaranty Bonds that are furnished to the Owner by the Contractor.
1.47 Taxiway. For the purpose of this document, the term taxiway means the portion of the AOA of an airport
that has been designated by for movement of aircraft to and from the airport's runways or aircraft parking
areas.
1.48 Work. The term "Work" means the construction and services required by the Contract Documents,
whether completed or partially completed, and includes all other labor, materials, equipment and services
provided or to be provided by the Contractor to fulfill the Contractor's obligations. The Work may constitute
the whole or a part of the Project.
2.0 CONTRACT TIME
The date of commencement of the Work shall be fixed by issuance of a written Notice to Proceed from the
Owner to the Contractor. The Contract Time shall be measured from the date of commencement.
Contractor shall achieve Substantial Completion of the Work not later than 308 calendar days from the date
of commencement. Contractor shall then achieve Final Completion and Acceptance of the Work, including
all required final submittals, not later than 30 calendar days from the date of Substantial Completion.
Contractor shall notify the Owner in writing at least 48 hours in advance of the time actual construction
operations will begin.
2.1 LIQUIDATED DAMAGES
By submitting a bid, the Contractor acknowledges and agrees that the Owner is authorized to deduct and
retain out of the monies due to the Contractor and/or the Contractor will be liable to the City for liquidated
damages for the Project as set out below. For time-based damages, the amount listed shall apply for each
and every day or any portion thereof that the time employed upon said work or delivery may exceed the
time stipulated for such performance and completion. The term "day" when used in connection with
liquidated damages, shall in all instances include any portion of a day that the work is not timely completed.
The liquidated damages are fixed in view of the difficulty of estimating such damages that the Owner will
suffer by reason of such default. The cumulative amount of liquidated damages will not be capped and
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