The City of Charles Town, West Virginia, by and through its Utility Board (CTUB) is seeking proposals for professional services from qualified firms to review and establish updated water and wastewater rates for the upcoming 5-year period (FY27 to FY32). The overall goal is to establish rates and charges for water and wastewater service that will ensure that CTUB’s utility service rates are self-sufficient and stable.
CTUB is seeking a firm that has the capabilities to conduct a water and wastewater rate study to determine the appropriate level of rates and charges for the water and wastewater systems. The consulting firm will provide an independent analysis of existing rates and recommend appropriate adjustments in rate levels and/or structures necessary to fund Water/Wastewater operations, maintenance, capital costs and debt service. The proposed rate analysis will provide a minimum five-year rate horizon (2027-2032).
The rate study will be based upon a comprehensive review of the City’s Water/Wastewater budgets, customer classes, current usage data, future growth, facility plans and studies and any other information deemed necessary.
Specific goals and/or issues to investigate include the following:
- Ensuring the fiscal sustainability of CTUB’s Combined Utility System while limiting rate shock;
- Impact of large, planned capital expenditures on retained earnings;
- Development of a plan for maintaining the Combined Utility System funds at appropriate levels to provide for a healthy financial base of operation;
- Investigation of tiered rate structures for water and wastewater, for CTUB’s consideration, with tier cutoffs based upon an evaluation of the historical meter data;
- Evaluation of existing consumption tiers for the tiered rate structure, to verify that tier cutoffs appropriately separate customers into blocks that reflect specific water consumption behaviors;
- Evaluation of miscellaneous charges to ensure that all charges are fair and adequately reflect the Water and Wastewater Departments’ actual costs for labor, equipment and materials to perform these specialty services for specific customers;
- Evaluation of the potential increase in CTUB’s operating and maintenance costs (O&M).
- Analysis of potential reduced water consumption on the revenue of both the Water and Wastewater Departments.
- Institute a new fee structure.
- Assistance in developing/acquiring a computer program for calculating the specific rates, costs and revenues in any given year. The model must allow for adjustments to be made in response to economic conditions. The computer program would be turned over to CTUB’s ownership and use when the study was complete, and appropriate staff would be trained on using the program.
The Request for Proposal (RFP) submission with its terms, conditions, attachments and all other forms in this package are due by Friday, February 6, 2026 by 4:00 pm. RFP’s received after the due date and time will not be accepted.
Please submit three (3) copies (via Mail, Hand Delivery or Electronic Mail) of all requested information to:
Charles Town Utility Board
661 S. George Street, Suite 101
Charles Town, WV 25414
Email: Astottlemyer@ctubwv.com
The City of Charles Town, by and through its Utility Board will afford full opportunity for minority business enterprise to submit a show of interest in response to this invitation and will not discriminate against any interested firm or individual on the grounds of race, creed, color, sex, age handicap or national origin in the contract award and reserves the right to accept or reject any/or all proposals.
CTUB reserves the right to modify or cancel this RFP and/or the project; to reject any or all proposals; and to waive any or all irregularities. This RFP does not obligate CTUB to award a contract for the project or to reimburse any costs associated with the preparation of any proposal.
Proposal Requirements
Responses are to be concise, specific and straightforward. All pertinent information is to be contained in the response. Each response is to include the following:
Item 1 – Detailed scope of service and timeline to complete the study. Include a preliminary meeting with the CTUB Board of Directors to review input parameters necessary to complete the study.
Item 2 – Information pertinent to the respondent’s background and experience relative to this project, rate making experience with a utility provider and/or public entity. List specific experience pertaining to development of Rate Studies and Cost of Service Studies.
Item 3- Three (3) references. The Proposer shall provide a list of three (3) client references for whom the same or similar type of services as those sought in this RFP have been or are being provided. The Proposer shall provide the location of the properties served, a contact person, electronic mail address, if available, and telephone number for each. CTUB reserves the right to contact clients for reference checks.
Item 4 – Firm Name, Address and Telephone number and email addresses.
Item 5 – Main Contact person.
Item 6 – Fee proposal, include a breakdown of all fees for each task.
Information Requests
All questions and requests for information are to be directed to the designated CTUB Contact Person, Ashley Stottlemyer at (304) 885-0010 or astottlemyer@ctubwv.com.
Proposals will be accepted until 4:00 p.m. on Friday, February 6, 2026. Three (3) copies of each proposal are to be delivered to 661 South George Street, Suite 101, Charles Town, West Virginia, 25414 to the attention of Kristen Stolipher, Utility Manager. Electronic Mail deliver to Astottlemyer@ctubwv.com. Proposals received after this time will not be considered and will be returned unopened. All proposals being mailed (including Federal Express, UPS, Priority Mail, etc.) or hand-delivered shall be directed to the attention of Kristen Stolipher, Utility Manager, in a sealed envelope and be clearly marked on the outside of the mailing or hand delivered envelope as follows: “RFP Proposal – WATER AND WASTEWATER RATE STUDY”.
The final scope of work and fee will be negotiated with the selected vendor. All firms submitting proposals will be notified of the selection results.