BL-0154 Country Club Drive RFLOI

Pender County
Planning and Community Development
Planning Division
805 S. Walker Street Phone: 910-259-1202
PO Box 1519 Fax: 910-259-1295
Burgaw, NC 28425 www.pendercountync.gov
Advertised: Date
Pender County Government
REQUEST for LETTERS of INTEREST (RFLOI)
CONTRACT TYPE - PE / DESIGN
TITLE: BL-0154 Country Club Multi-use Path Design Project
ISSUE DATE: April 15, 2026
SUBMITTAL DEADLINE: May 29, 2026
ISSUING AGENCY: Pender County Government
SYNOPSIS
This contract shall be partially reimbursed with Federal-aid funding through the North
Carolina Department of Transportation (hereinafter referred to as the Department).
The solicitation, selection, and negotiation of a contract shall be conducted in
accordance with all Department requirements and guidelines.
The primary firm shall be pre-qualified by the Department to perform any combination
of the Discipline Codes listed below for Pender County. Discipline Codes required are:
Work Code # Work Code Description
316 Multi-Use Trail Design, Survey & Layout
199 Route Location Surveys
032 Categorical Exclusions / Minimum Criteria Determination Checklist
70 Erosion and Sediment Control Design
168 ROW Project Management (May be required)
192 Right of Way Appraisals (May be required)
193 Right of Way Negotiators (May be required)
270 Utility Coordination
155 Pavement Marking Plans

WORK CODES for each primary consultant firm(s) SHALL be listed on the respective
RS-2 FORMS (see section 'SUBMISSION ORGANIZATION AND INFORMATION
REQUIREMENTS').
This RFLOI is to solicit responses (LETTERS of INTEREST, or LOIs) from qualified firms to
provide professional consulting services to:
Provide comprehensive survey, design, environmental documentation, and permitting
for BL-0154 Country Club Multi-use Path Design Project. Design for the construction of
approximately 3.9 miles of 10'-12' wide concrete multi-use path, asphalt driveway
connections, and curb ramps along the north side on Country Club Drive from Sloop
Point Loop Road, across US-17 to N. St. Johns Church Road/Topsail High School. The
project also includes pedestrian crossings at US-17. The selected firm will report
directly to Pender County. The selected firm will provide contract administration and
ensure that all work is performed in accordance with the contract requirements.
Electronic LOIs should be submitted in .pdf format using software such as Adobe, CutePDF
PDF Writer, Docudesk deskPDF, etc.
LOIs SHALL be received ELECTRONICALLY, BY MAIL, or HAND-DELIVERY no later than
2:00 PM, May 29, 2026.
The address for electronic deliveries is: vnorris@pendercountync.gov
The address for mailings is:
Pender County Government
Planning & Community Development
Attn: Virginia Norris
805 S. Walker Street
Burgaw, NC 28425
The address for hand-deliveries is:
Pender County Government
Planning & Community Development
Attn: Virginia Norris
805 S. Walker Street
Burgaw, NC 28425
LOIs received after this deadline will not be considered.

Except as provided below any firm wishing to be considered must be properly registered with the
Office of the Secretary of State and with the North Carolina Board of Examiners for Engineers and
Surveyors. Any firm proposing to use corporate subsidiaries or subcontractors must include a
statement that these companies are properly registered with the North Carolina Board of
Examiners for Engineers and Surveyors and/or the NC Board for Licensing of Geologists. The
Engineers performing the work and in responsible charge of the work must be registered
Professional Engineers in the State of North Carolina and must have a good ethical and
professional standing. It will be the responsibility of the selected private firm to verify the
registration of any corporate subsidiary or subcontractor prior to submitting a Letter of Interest.
Firms which are not providing engineering services need not be registered with the North Carolina
Board of Examiners for Engineers and Surveyors. Some of the services being solicited may not
require a license. It is the responsibility of each firm to adhere to all laws of the State of North
Carolina.
The firm must have the financial ability to undertake the work and assume the liability. The selected
firm(s) will be required to furnish proof of Professional Liability insurance coverage at the minimum
amount of $1,000,000.00. The firm(s) must have an adequate accounting system to identify costs
chargeable to the project.
PE / DESIGN
SCOPE OF WORK
Pender County Government is soliciting proposals for the services of a firm/team for the
following contract scope of work:
Design for the construction of approximately 3.9 miles of 10'-12' wide concrete multi-
use path, asphalt driveway connections, and curb ramps along the north side on
Country Club Drive from Sloop Point Loop Road, across US-17 to N. St. Johns Church
Road/Topsail High School. The project also includes pedestrian crossings at US-17.
Project Overview
This project involves the design for the construction of approximately 3.9 miles of 10- to
12-foot-wide concrete multi-use path along the north side of Country Club Drive, extending
from Sloop Point Loop Road, crossing US-17, and continuing to N. St. Johns Church
Road/Topsail High School. The project will enhance pedestrian and bicycle connectivity
within the corridor and improve safety at key crossings, particularly at US-17.
1. Preliminary Engineering and Data Collection
The design team will perform field investigations and data collection to support design
development, including:
* Topographic and boundary survey of the proposed alignment.
* Utility mapping and coordination with all utility providers.

* Environmental screening to identify potential impacts to wetlands, streams, and
other sensitive areas.
* Review of existing right-of-way (ROW) and property ownership.
* Traffic and pedestrian data collection at key intersections, especially the US-17
crossing.
2. Design Development
The consultant will prepare design plans in accordance with NCDOT standards, ADA
accessibility requirements, and local jurisdictional guidelines. The design will include:
* Horizontal and vertical alignment for the multi-use path.
* Typical sections for 10' and 12' wide path segments.
* Structural design of curb ramps, driveway crossings, and retaining walls (as
needed).
* Design of asphalt driveway tie-ins and restoration of disturbed areas.
* Curb ramps and detectable warning surfaces compliant with ADA and PROWAG.
* Drainage analysis and design of culverts, inlets, and ditches for proper runoff
management.
* Pavement design recommendations for both paths and asphalt connections.
3. Pedestrian Crossing Design at US-17
A critical element of this project will be the design of a safe pedestrian crossing at US-17,
which may include:
* Evaluation of existing conditions and safety considerations.
* Coordination with NCDOT for appropriate crossing treatments.
* Design of high-visibility crosswalks, pedestrian signals, and/or median
modifications as warranted.
* ADA-compliant curb ramps and approach grading.
* Signal timing modifications, if applicable.
4. Coordination and Permitting
The design team will coordinate with the following entities:
* NCDOT - for encroachment agreements, crossing approvals, and design
conformance.
* Local government agencies - for ordinance and design compliance.
* Utilities - for relocation or protection plans.
* Environmental agencies - for any required permits (e.g., USACE, DEQ, FEMA
floodplain coordination).
5. Right-of-Way and Easement Support

Provide mapping and descriptions for any temporary construction easements or
permanent easements required for the project. Assist the client with ROW acquisition
coordination and documentation.
6. Construction Documents
Prepare final construction drawings, technical specifications, and cost estimates suitable
for bidding. Deliverables will include:
* Plan and profile sheets.
* Cross sections.
* Erosion and sediment control plans.
* Traffic control and staging plans.
* Signing and pavement marking layouts.
* Quantities and opinion of probable construction cost (OPCC).
7. Public Involvement and Stakeholder Coordination
Support community outreach efforts as requested, including preparation of exhibits for
public meetings, presentations to local boards, and responses to stakeholder feedback.
8. Deliverables
* Preliminary (30%), Intermediate (65%), and Final (100%) design submittals.
* Right-of-way plans and easement documents.
* Construction-ready plan set in CAD and PDF formats.
* Engineer's cost estimate.
* Final technical memorandum summarizing design assumptions and decisions.

Project Map:
Additional Project Context:
In October 2024, the WMPO awarded Pender County and the East Coast Greenway for the
design phase of a multi-use path along a 3.91-mile long stretch from the Topsail school
campuses on N St. John's Church Rd, along Jenkins Rd, across US 17, and following
Country Club Drive to Sloop Point Loop Rd at Hampstead Kiwanis Park. The funding is from
the FY25 Federal Surface Transportation Block Grant (STBG) program and Carbon
Reduction program - Direct Attributable (DA) program funds.
* This constitutes one segment of East Coast Greenway (ECG); 3.91-mile multi-use
path
Connects existing path between North Topsail Elementary School and
o
Hampstead Kiwanis Park to Topsail Schools Combined Campus along Country
Club Drive, Jenkins Road, N. St. Johns Church Road
Connector to Azalea Drive Hampstead Park Trail terminus
o
* The project has been added to the NC STIP (State Transportation Improvement Plan)
as project BL-0154.
* This project corridor was identified in the NC 210 East Coast Greenway Feasibility
Study, adopted by the BOCC in April 2024.

* The Town of Surf City is working on the design phase for a separate segment of the
corridor in their jurisdiction. The hope is to work on connecting the sections over
time.
* Connected to rest of ECG Corridor stretching to North Topsail Beach
* 3,053 residential addresses in area; estimated 7,633 people in corridor
PROPOSED CONTRACT TIME: Completion of 100% Approved Final Plans, including all
bid documentation for solicitation, no later than February 15, 2027.
PROPOSED CONTRACT PAYMENT TYPE: Lump Sum
SUBMITTAL REQUIREMENTS
All LOIs are limited to Fifteen (15) pages (RS-2 forms are not included in the page count) inclusive
of the cover sheet and shall be typed on 8-1/2" x 11" sheets, single-spaced, one-sided.
Fold out pages are not allowed. In order to reduce costs and to facilitate recycling; binders,
dividers, tabs, etc. are prohibited. One staple in the upper left-hand corner is preferred.
LOIs containing more than Fifteen (15) pages will not be considered.
Four (4) total copies of the LOI should be submitted.
Firms submitting LOIs are encouraged to carefully check them for conformance to the
requirements stated above. If LOIs do not meet ALL of these requirements they will be
disqualified. No exception will be granted.
SELECTION PROCESS
Following is a general description of the selection process:
* Pender County's Selection Committee (County Manager, other designated county staff) will
review all qualifying LOI submittals.
* The Pender County Selection Committee MAY shortlist a minimum of three (3) firms to be
interviewed. IF APPLICABLE, dates of shortlisting and dates for interviews are shown in the
section SUBMISSION SCHEDULE AND KEY DATES at the end of this RFLOI.
* In order to be considered for selection, consultants must submit a complete response to
this RFLOI prior to the specified deadlines. Failure to submit all information in a timely
manner will result in disqualification.

TITLE VI NONDISCRIMINATION NOTIFICATION
Pender County in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat.
252, 42 US.C. 2000d to 2000d-4) and the Regulations, hereby notifies all RESPONDENTS that it
will affirmatively ensure that any contract entered into pursuant to this advertisement,
disadvantaged business enterprises will be afforded full and fair opportunity to submit LETTERS of
INTEREST (LOIs) in response to this ADVERTISEMENT and will not be discriminated against on the
grounds of race, color, or national origin in consideration for an award.
SMALL PROFESSIONAL SERVICE FIRM (SPSF) PARTICIPATION
The Department encourages the use of Small Professional Services Firms (SPSF). Small
businesses determined to be eligible for participation in the SPSF program are those
meeting size standards defined by Small Business Administration (SBA) regulations, 13
CFR Part 121 in Sector 54 under the North American Industrial Classification System
(NAICS). The SPSF program is a race, ethnicity, and gender neutral program designed
to increase the availability of contracting opportunities for small businesses on federal,
state or locally funded contracts. SPSF participation is not contingent upon the funding
source.
The Firm, at the time the Letter of Interest is submitted, shall submit a listing of all known
SPSF firms that will participate in the performance of the identified work. The participation
shall be submitted on the Department's Subconsultant Form RS-2. RS-2 forms may be
accessed on the Department's website at NCDOT Connect Guidelines & Forms.
The SPSF must be qualified with the Department to perform the work for which they are
listed.
PREQUALIFICATION
The Department maintains on file the qualifications and key personnel for each approved
discipline, as well as any required samples of work. Each year on the anniversary date
of the company, the firm shall renew their prequalified disciplines. If your firm has not
renewed its application as required by your anniversary date or if your firm is not currently
prequalified, please submit an application to the Department prior to submittal of your
LOI. An application may be accessed on the Department's website at Prequalifying
Private Consulting Firms -- Learn how to become Prequalified as a Private Consulting
Firm with NCDOT. Having this data on file with the Department eliminates the need to
resubmit this data with each letter of interest.
Professional Services Contracts are race and gender neutral and do not contain goals.
However, the Respondent is encouraged to give every opportunity to allow
Disadvantaged, Minority-Owned and Women-Owned Business Enterprises
(DBE/MBE/WBE) subconsultant utilization on all LOIs, contracts and supplemental
agreements. The Firm, subconsultant and subfirm shall not discriminate on the basis of
race, religion, color, national origin, age, disability or sex in the performance of this
contract.

DIRECTORY OF FIRMS AND DEPARTMENT ENDORSEMENT
Real-time information about firms doing business with the Department, and information regarding
their prequalifications and certifications, is available in the Directory of Transportation Firms. The
Directory can be accessed on the Department's website at Directory of Firms -- Complete listing of
certified and prequalified firms.
The listing of an individual firm in the Department's directory shall not be construed as an
endorsement of the firm.
SELECTION CRITERIA
All pre-qualified firms who submit responsive letters of interest will be considered.
In selecting a firm/team, the selection committee will take into consideration qualification
information including such factors as:
1. CRITERIA 1: 25% = Firm's experience, knowledge, familiarity, and past performance with
multi-use path construction, roadway construction and PE/Design services.
2. CRITERIA 2: 20% = The experience of the firm's proposed staff to perform the type of work
required.
3. CRITERIA 3: 15% = Firm's understanding of project specific issues and their responsibility in
delivering CEI services for the advertised project.
4. CRITERIA 4: 25% Experience in the coastal NC region, including familiarity with applicable
state regulations and NCDOT requirements in coastal NC.
5. CRITERIA 5: 15% = Ability to complete entire contract scope of work by the DATE deadline
After reviewing qualifications, if firms are equal on the evaluation review, then those qualified firms
with proposed SPSF participation will be given priority consideration.
SUBMISSION ORGANIZATION AND INFORMATION REQUIREMENTS
The LOI should be addressed to Virginia Norris, Project Manager, and must include the name,
address, telephone number, and e-mail address of the prime consultant's contact person for this
RFLOI.
The LOI must also include the information outlined below:
Chapter 1 - Introduction
The Introduction should demonstrate the consultant's overall qualifications to fulfill the
requirements of the scope of work and should contain the following elements of information:

* Expression of firm's interest in the work;
* Statement of whether firm is on register;
* Date of most recent private engineering firm qualification;
* Statement regarding firm's(') possible conflict of interest for the work; and
* Summation of information contained in the letter of interest.
Chapter 2 - Team Qualifications
This chapter should elaborate on the general information presented in the introduction, to
establish the credentials and experience of the consultant to undertake this type of effort. The
following must be included:
1. Identify recent, similar projects the firm, acting as the prime contractor, has conducted
which demonstrates its ability to conduct and manage the project. Provide a synopsis
of each project and include the date completed and contact person.
2. If subconsultants are involved, provide corresponding information describing their
qualifications as requested in bullet number 1 above.
Chapter 3 - Team Experience
This chapter must provide the names, classifications, and location of the firm's North Carolina
employees and resources to be assigned to the advertised work; and the professional credentials
and experience of the persons assigned to the project, along with any unique qualifications of key
personnel. Although standard personnel resumes may be included, identify pertinent team
experience to be applied to this project. Specifically, the Department is interested in the
experience, expertise, and total quality of the consultant's proposed team. If principals of the firm
will not be actively involved in the study/contract/project, do not list them. The submittal shall
clearly indicate the Consultant's Project Manager, other key Team Members and his/her
qualifications for the proposed work. Also, include the team's organization chart for the Project /
Plan. A Capacity Chart / Graph (available work force) should also be included. Any other pertinent
information should also be listed in this section.
Note: If a project team or subconsultant encounters personnel changes, or any other changes of
significance dealing with the company, NCDOT should be notified immediately.
Chapter 4 - Technical Approach
The consultant shall provide information on its understanding of, and approach to accomplish, this
project, including their envisioned scope for the work and any innovative ideas/approaches, and a
schedule to achieve the dates outlined in this RFLOI (if any project-specific dates are outlined
below).
APPENDICES-
CONSULTANT CERTIFICATION Form RS-2
Completed Form RS-2 forms SHALL be submitted with the firm's letter of interest.
This section is limited to the number of pages required to provide the requested
information.
Submit Form RS-2 forms for the following:
* Prime Consultant firm