RFQ for Mechanical Engineering Design Services

Orange County Schools
Request for Statement of Qualifications (RFQ) for
Mechanical Engineering Design Services
#OCS 26-05-06_Mechanical Engineering Design Services
May 6, 2026
REQUEST FOR STATEMENT OF QUALIFICATIONS
This is an invitation and request for a Statement of Qualifications (RFQ) for Mechanical Engineering
Design services at A.L. Stanback Middle School for Orange County Schools (OCS). This RFQ is to
select an engineering firm to outline an alternative HVAC design approach consisting of a like-in-kind
replacement of the existing system. The intent is to replace the current single-zone constant volume
(2-pipe) system with a functionally equivalent system to maintain operational simplicity while reducing
overall project cost, construction impact, and schedule disruption while integrating a modern building
controls system to improve operational efficiency and performance, using owner preferred vendor.
Responses to this Request for Statement of Qualifications will be received at the time and location
designated within, and shall include the information requested hereafter. Responses received after
this time will not be considered. A successful firm will be selected during the specified time above.
The need for interviews is not anticipated at this time, however OCS may request one if deemed
necessary.
It is the intent of this solicitation process to fully comply with G.S. 143-64.31 for the procurement of
Mechanical Engineering services, to announce all requirements for said services, to select firms
qualified to provide such services on the basis of demonstrated competence and qualification for the
type of professional services required without regard to fee other than unit price information at this
stage, and thereafter to negotiate a contract for those services at a fair and reasonable fee with the
best qualified firm. If a contract cannot be negotiated with the best qualified firm, OCS shall terminate
negotiations with that firm and initiate negotiations with the next best qualified firm. Selection of a firm
shall include the use of good faith efforts by OCS to notify minority firms of the opportunity to submit
qualifications for consideration by OCS. OCS reserves the right to waive technicalities and
informalities and, at its sole discretion, to reject any and all responses to the RFQ.
Construction & Capital Planning, 123 E. Oakdale Dr. Hillsborough NC, 27278
An Equal Opportunity Employer

Orange County Schools
Request for Qualifications (RFQ)
Mechanical Engineering Design Services
INSTRUCTIONS FOR SUBMISSION - MINIMUM REQUIREMENTS
Submittals shall contain all elements outlined in this section. Submittals shall be prepared simply and economically, and shall
provide concise answers to the requested information in the order and format prescribed. Failure to do so may be cause for
disqualification from further consideration. Emphasis will be placed upon clarity and completeness of the submitted
response.
Statement of Qualifications
1. Letter of Interest:
This one page document should be prepared and signed by the representative of the firm
authorized to sign contracts. The letter should allow personal expression as to:
a. why your firm is best suited to perform mechanical engineering services for OCS.
b. what specific qualities/attributes your firm offers to ensure superior performance.
c. other information you feel best presents your firm's expertise.
2. Submittal Content:
The submittal should include the following information as a minimum, organized as outlined
below:
a. Firm's legal name.
b. Firm's address, phone number, email address, website URL.
c. Firm's professional license number.
d. Contact information for communication in follow up to this submittal.
e. Brief history of the business including:
i. Years of service under present business name
ii. Prior business names under which like services were offered (if any)
iii. Business location (office from which work will be performed)
iv. Jurisdictions your organization is legally qualified to offer and practice professional
structural engineering services
v. Firm's HUB / MWBE status/type.
f. Project Experience: in a table format, provide a summary listing of all similar projects
completed within the past 5 years. Include the following for each project:
i. Project Name
ii. Facility name and location
iii. Size
iv. Scope
v. Cost at bid
vi. Completed construction cost
vii. Current owner contact information
viii. Year completed
ix. Written references from project owner
x. MBE Participation (see Attachment A).
g. Client references: provide (5) references for recent work of similar size and complexity.
Include current contact information for each (can be incorporated with item above).
h. Staff resumes: identify key personnel within your firm who will likely be assigned to our
projects. Include Principal, Project Engineer, Project Manager, field staff, and construction
administrators.
i. Litigation: identify any work that resulted in litigation and briefly summarize outcomes.
Include judgments, claims, arbitration, mediation, or lawsuits pending or outstanding within
the past five years (your organization as either as plaintiff or defendant).
j. Disclose any history or condition that would put the firm in a conflict of interest for the
design and construction portions of the work.
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Orange County Schools
Request for Qualifications (RFQ)
Mechanical Engineering Design Services
k. Project Completions: list any projects your organization has failed to complete any part of
its contractual obligation for professional services.
l. Submit a declaration under penalty of perjury by an authorized corporate officer or
principal, stating that reasonable diligence has been used in preparation of the Statement
of Qualifications submitted in response to the RFQ and that all information provided is true,
correct and complete.
3. Supplemental Information:
It is unnecessary to provide supplemental information on the first submittal. However, if the
respondent so chooses, additional information may be provided in the form of project profiles, firm
brochures, or similar material. Please keep to a minimum.
4. Additional Requirements:
a. Interested firms should familiarize themselves with OCS Board Policies. These policies can
be viewed on the OCS website at https://www.orangecountyfirst.com/our-district-main/
board-new
b. Any firm responding to this RFQ, along with any sub-consultants, must hold a current license
in good standing with the appropriate North Carolina governing agency for each discipline.
c. The selected firm will be required to provide certification, documenting compliance with the
Lunsford Act / Criminal Background Check and requirements as outlined in the G.S. Chapter
14 for personnel who will be on school sites as part of the performance of their work.
d. The selected firm is required to comply with all applicable laws when providing services for
OCS, including E-Verify and requirements of the Affordable Care Act.
e. The selected firm will be required to provide certification documenting compliance with the
Iran Divestment Act pursuant to G.S. 147 Article 6E by documenting they are not listed on
the Final Divestment List created by the North Carolina State Treasurer.
f. OCS requires the following minimum insurance for these projects:
Insurance Description Minimum Required Coverage
Workers' Compensation Statutory
Public Liability Combined Limit
Bodily Injury: Each Person $ 1,000,000.00
Bodily Injury: Each Accident $ 1,000,000.00
Property Damage: Each Accident $ 1,000,000.00
Automobile Liability & Property Damage Combined Limit
Bodily Injury: Each Person $ 1,000,000.00
Bodily Injury: Each Accident $ 1,000,000.00
Property Damage: Each Accident $ 1,000,000.00
Professional Liability $ 1,000,000.00
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Orange County Schools
Request for Qualifications (RFQ)
Mechanical Engineering Design Services
Submittal Questions
1. Firms shall submit any questions by 1:00 pm on Wednesday, May 20, 2026.
2. Questions will include a reference to the applicable RFQ section and page number.
3. Questions received prior to the submission deadline date, Orange County School's response, and
any additional terms deemed necessary by OCS will be posted in the form of an addendum by
2:00 pm on Wednesday, May 27, 2026.
4. No information, instruction, or advice provided orally or informally by any OCS personnel, whether
made in response to a question or otherwise regarding this RFQ, shall be considered authoritative
or binding. Firms shall be entitled to rely only on written material contained in an addendum to this
RFQ.
5. Address any questions via email to:
a. Email subject line: Stanback HVAC RFQ
Melanie Gartrell, Director of Construction & Capital Planning
Melanie.gartrell@orange.k12.nc.us
Selection and Award Process
A selection committee will evaluate statements of qualification. The committee may include
administrators, school staff, Board of Education, and community members. A short list of firms
deemed to be the most highly qualified for the proposed project(s) will be identified by the selection
committee. Shortlisted firms may be invited to participate in an oral presentation and interview to
determine which team is the best qualified to work with the district and community in completing the
project(s). The district may request additional information from firms on the short list prior to
interviews. If deemed beneficial some members of the selection committee may visit completed
projects prior to the final selection recommendation and approval.
The recommendation of the selection committee will be subject to a successful contract negotiation
and approval by the Board of Education. If an agreement cannot be reached, the district reserves the
right to negotiate with other qualified firms.
Selection Criteria
Finalists for contract consideration by the district will be selected based on qualifications and
demonstrated competence as evidenced by the information presented in the qualifications submittal.
Evaluation of qualifications may include, but not limited to the following:
1. The Proposer's understanding of the educational environment related to the project and
qualifications to complete the services required.
2. The Proposer's previous experience, qualifications and competence on educational facility
projects of similar size and scope.
3. Past performance on similar projects, and as indicated from reference contracts.
4. Experience and qualifications of personnel assigned to the project.
5. Methodology used to achieve technical, management and project control.
6. Ability to communicate with the selection committee both in written format and verbally.
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Orange County Schools
Request for Qualifications (RFQ)
Mechanical Engineering Design Services
Schedule and Deadlines
1. A PDF of the submittal should be emailed to Melanie Gartrell at
melanie.gartrell@orange.k12.nc.us by the deadline below.
2. The submittal should have the following on the cover page:
Statement of Qualifications
RFQ#OCS 26-05-06_Mechanical
Engineering Design Services
Melanie Gartrell
Orange County Schools
Construction and Capital Planning
123 E. Oakdale Dr.
Hillsborough, North Carolina, 27278
3. The following schedule is anticipated to select firms for these projects:
RFQ Issued/Advertised: May 6, 2026
RFQ Questions Due: May 20, 2026
RFQ Questions Answered: May 27, 2026
RFQ Package Due: June 3, 2026 at 2:00pm
Selection for Services: Expected by June 17, 2026
Contact Policy
Until a contract resulting from this RFQ process is executed, no employee, agent or representative of
any professional services provider shall make available or discuss its proposal with the media in
any form, electronic or printed, or with any elected or appointed official or officer of OCS, or any
employee, agent or other representative of the OCS unless required by law.
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Orange County Schools
Request for Qualifications (RFQ)
Mechanical Engineering Design Services
ATTACHMENT A
Orange County Schools
Minority Business Enterprise Participation in Construction and Purchase Contracts
Orange County Schools Board of Education Policy Number 9125
It is the policy of the Board to provide minorities equal opportunity to participate in all aspects of the school
system's contracting and purchasing programs, including but not limited to participation in procurement
contracts for materials, supplies and equipment, and contracts for the construction, renovation or repair of
school facilities and equipment.
It is further the policy of the Board to prohibit discrimination against any person or business enterprise on the
basis of race, color, ethnic origin, sex, handicapping condition, or religion and to conduct its contracting and
purchasing programs so as to prevent such discrimination.
It is the policy of the Board in concert with other local, state and federal agencies and with the assistance of
minority groups and agencies, actively to seek and identify qualified minority business enterprises (MBEs) and
to offer them the opportunity to participate and to encourage them to participate, in the school system's
contracting and purchasing programs. Under this policy, the Board adopts the definition of MBEs contained in
G.S. 143-128.2.
It is not the policy of this Board to provide information or other opportunities to minority business enterprises that
will not be available to all other business enterprises. It is the intent of this policy to establish procedures
designed to assure MBEs access to information and opportunities available to other business enterprises.
It is not the intent of this policy to establish procedures that will increase the cost of the school system's
construction and purchasing programs. It is the intent of this policy to widen opportunities for participation, to
increase competition, and to reduce costs.
The Board will award public building contracts without regard to race, religion, color, creed, national origin, sex,
age, or handicapping condition, as defined in G.S. 168A-3.
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Orange County Schools
Request for Qualifications (RFQ)
Mechanical Engineering Design Services
LEGAL NOTICE
REQUEST FOR QUALIFICATIONS: Orange County Schools has issued an RFQ for
Mechanical Engineering Design Services for A.L. Stanback Middle School. Submittal due date/
time: June 3, 2026, at 2:00 p.m. For Legal Notice and RFQ information, go to https://
www.orangecountyfirst.com/our-district-main/operations-facilities/bids-requests-for-proposals-
and-quotes. Issue date 05-06-26.
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