RFP #2025-0121 Comprehensive Cost Recovery & Fee Study Analysis for Quality of Life Services
| Location: | North Carolina |
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| Posted: | Feb 20, 2026 |
| Due: | Mar 27, 2026 |
| Agency: | State Government of North Carolina |
| Type of Government: | State & Local |
| Category: |
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| Solicitation No: | 663RFP #2025-0121 |
| Publication URL: | To access bid details, please log in. |
| Solicitation Number: | 663RFP #2025-0121 |
| Project Title: | RFP #2025-0121 Comprehensive Cost Recovery & Fee Study Analysis for Quality of Life Services |
| Description: | With the continued growth of the Town, it has been determined that current user fees should be reviewed, researched and updated based on current industry standards. Through this study, the Town intends to review the user fees within Parks, Recreation and Cultural Resources, Wake Forest Renaissance Centre, Wake Forest Center for Active Aging, and Downtown Development to ensure a consistent, equitable, and data-driven approach to user fees across all Quality of Life departments. |
| Opening Date: | 3/27/2026 3:00 PM |
| Posted Date: | 2/20/2026 |
| Status: | Open |
| Department: | TOWN OF WAKE FOREST |
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Solicitation Number
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663RFP #2025-0121
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Department
TOWN OF WAKE FOREST
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Status Reason
Open
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Opening Date
2026-03-27T15:00:00.0000000
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Posted Date
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2026-02-19T17:59:44.0000000Z
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Primary Commodity Code
Situation and stakeholder analysis and communications planning services
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Mandatory Conference/Site Visit
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Special Instructions
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Solicitation Type
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Select RFP IFB RFI
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Owner
Hollie Aldridge
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Description
With the continued growth of the Town, it has been determined that current user fees should be reviewed, researched and updated based on current industry standards. Through this study, the Town intends to review the user fees within Parks, Recreation and Cultural Resources, Wake Forest Renaissance Centre, Wake Forest Center for Active Aging, and Downtown Development to ensure a consistent, equitable, and data-driven approach to user fees across all Quality of Life departments.
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Attachment Preview
REQUEST FOR PROPOSALS (RFP)
2026
REQUEST FOR PROPOSALS
for the
Town of Wake Forest
RFP #2025-0121
Comprehensive Cost Recovery & Fee Study Analysis for
Quality of Life Services
DATE ISSUED
February 19, 2026
QUESTIONS AND CLARIFICATIONS DUE DATE
March 13, 2026 – 3PM
ADDENDUM POSTED
March 20, 2026 – 3PM
DUE DATE
March 27, 2026 – 3PM
E-Mail Address for Questions, Clarifications, and Submittal
Jack Cassidy, Grants Program Manager
jcassidy@wakeforestnc.gov
919-435-9551
Request for Proposals will be accepted until March, 27, 2026 at 3 p.m. Submittals must be made
electronically via email to Jack Cassidy at jcassidy@wakeforestnc.gov.
Please contact Jack Cassidy via email or phone with any questions regarding this Request for Proposals.
**NOTE: ALL SUBMISSIONS RECEIVED AFTER THE STATED TIME WILL NOT BE ACCEPTED**
T O W N O F W A K E F O R E S T Page 1
REQUEST FOR PROPOSALS (RFP)
2026
Overview and Purpose of Request:
With the continued growth of the Town, it has been determined that current user fees should be reviewed,
researched and updated based on current industry standards. User fees within Parks, Recreation and
Cultural Resources and the Wake Forest Renaissance Centre have historically been established based on
periodic comparative research conducted by staff, with the most recent comprehensive fee study
completed in 2018. Through this updated study, the Town intends to broaden the review to include the
Wake Forest Center for Active Aging and Downtown Development to ensure a consistent, equitable, and
data-driven approach to user fees across all Quality of Life departments.
Scope of Work:
The Town of Wake Forest is seeking qualified firms to conduct a Cost Recovery Analysis and Fee Study for
the Parks, Recreation and Cultural Resources Department (PRCR), the Wake Forest Renaissance Centre,
the Wake Forest Center for Active Aging, and Downtown Development. This study should be prepared in
time for recommendations to be enacted in Fiscal Year 2027-28.
The scope of work shall consist of the following:
Cost Recovery Analysis and Fee Study
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Conduct a comprehensive review of the Departments’ current fees and rate structures
including, but not limited to, facility reservations, rental fees, recreational programs/classes,
athletic leagues/clinics, aquatics fees and miscellaneous fees.
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Meet with staff to conduct interviews to understand the Town’s policies, processes and
operation, and current practices for establishing fees.
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Identify the total cost (including all departmental revenues and expenses, internal service fees
and the relevant portion of facility cost allocation) for each program and service.
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Ensure that the process identifies the total cost by a set of clear cost of accounting definitions
(e.g., direct, indirect, overhead, and cost allocation plan).
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Evaluate cost recovery levels and best practices for establishing fees.
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Evaluate and recommend best practices for vendor fees and food truck fees across a wide
variety of public events, including festivals, athletic events, public gatherings and more.
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Evaluate fee assistance/scholarship program.
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Evaluate resident and non-resident fees and registration waiting periods.
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Recommend best practices for compensation to instructors, experts, performers, etc.
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Compare fees across similar municipalities.
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Compare existing fee practices across departments within the Town of Wake Forest.
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Compare service/program cost with existing cost recovery practices.
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Recommend appropriate fees to be charged based on analysis and taking into consideration
appropriate subsidy percentage for those service/program areas where full cost recovery may
not be feasible.
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Identify fees that are not currently charged but under the laws, statutes, rules and regulations
governing the collection of fees for public entities, could be charged to improve cost recovery
levels.
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Review budget and operational expenses and make recommendations to maximize efficiency
and cost savings.
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Review current revenue generation and recommend changes based on cost recovery and fee
study.
T O W N O F W A K E F O R E S T Page 2
REQUEST FOR PROPOSALS (RFP)
2026
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Prepare report and present findings to the Town of Wake Forest Board of Commissioners.
The Town of Wake Forest will require the following:
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The Town will require the selected firm to meet with a core group of Town Staff as needed to
ensure the project will serve the needs of the Town of Wake Forest prior to the beginning of the
process.
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When submitting proposals to the Town of Wake Forest, the selected firm will include all other
firms or individuals they will be working with as part of their team and will provide references of
projects, including contact information for the customer project administrator, similar to scope
and size they have completed.
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The Town will require the selected firm to provide an overall review of methodology to prior to
presentation to the Board of Commissioners. The firm will prepare a comprehensive report and
present findings and recommendations to the PRCR Advisory Board, Public Arts Commission,
town staff and Board of Commissioners.
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The firm will create and review fee schedule implementation and recommend schedule for
creating/updating fees.
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The firm will complete their study and provide their presentation to the Board of
Commissioners within 9-12 months of the project beginning on July 1, 2026.
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A contract similar in form, content, and substance to the Sample Contract attached hereto as
Appendix A.
Qualifications:
Submissions shall include information that demonstrates clear, concise information that relates directly
to this project. The firm must demonstrate the ability to meet the Town of Wake Forest’s needs and do
such within a reasonable timeline. The study must be completed within 9 to 12 months.
Submissions will be scored according to the below rubric. Scoring weights have been included.
Submissions shall be organized in the following order.
Expertise (40%)
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Demonstrate a strong background in preparing cost recovery and fee study analyses,
including projects that were completed within budget, the ability to foresee and
address potential issues and concerns, and the ability to work effectively with town
staff.
Project Vision (20%)
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Provide a statement of proposed project approach.
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Recommend additions or revisions to the scope of work.
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Estimate a timeline for completion.
Project Cost (15%)
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Provide a cost estimate for the scope of work.
Team Organization (15%)
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Identify the project lead staff person and that person’s qualifications.
T O W N O F W A K E F O R E S T Page 3
REQUEST FOR PROPOSALS (RFP)
2026
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Provide brief qualifications and organization of other key team members involved with
this project.
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Identify location of all members working on this project including current contact
information for each member.
Legal History (10%)
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Include a history of litigation and disputes including any pending litigation, arbitration,
and disputes. Include results of past litigation, disputes, and arbitration.
Anticipated Schedule
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February 19, 2026: RFP release
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March 13, 2026: Questions and clarifications deadline
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March 20, 2026: Questions and clarifications response
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March 27, 2026: Submission deadline
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April 2026: Selection committee convenes to review and score submissions
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May 2026: Highest ranked firm notified
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May 2026: Contract approved
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July 1, 2026: Project commences
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April-June, 2027: Selected firm provides final report and presents to the Town of Wake
Forest Board of Commissioners
Award and Contract
Proposals may be opened by The Town of Wake Forest at any time after the submission deadline. All
proposals satisfying the requirements of this RFP will be evaluated to establish which best fulfills the
needs of The Town of Wake Forest. The Town of Wake Forest anticipates entering into a contract with one
of the firms submitting an RFP to execute the proposed work. This RFP, however, does not commit the
Town of Wake Forest to award a contract, or pay any cost incurred in the preparation of the proposals. The
Town of Wake Forest reserves the right - in the Town’s discretion and pursuant to applicable law and
policy - to accept or reject any and all proposals received as a result of this request, to negotiate with
qualified firms or to cancel this RFP, if it is in the best interest of The Town of Wake Forest to do so.
T O W N O F W A K E F O R E S T Page 4
REQUEST FOR PROPOSALS (RFP)
2026
Appendix A – Sample Contract
The below represents the insurance requirements and other contractual terms and conditions that will
apply to the Cost Recovery and Fee Analysis Consulting Services to be performed pursuant to this Request
for Proposals
TOWN OF WAKE FOREST
PROFESSIONAL SERVICES CONTRACT, TERMS & CONDITIONS
CONTRACTOR: ____________________________________________________
SUBJECT OF CONTRACT: _____________________________________________
DATES/TERM OF CONTRACT: __________________________________________
COMPENSATION: ______________________________________
DEPARTMENT: ______________________________________________
THIS AGREEMENT (“Contract” or “Agreement” is made and entered into as of the _________ day of
_____________________________ , 20 , by the Town of Wake Forest (“Town”) and the contractor
named above (“Consultant” or “Contractor”), organized and existing under the laws of the State of North
Carolina.
Services to be performed: Services shall be performed according to the Terms and Conditions
contained herein and as described by Attachment 1 and any other attachment, said attachment(s) being
attached hereto and fully incorporated herein.
Payment: the Town shall pay $________________ total for services rendered.
INSURANCE
Contractor shall maintain, at its sole expense throughout this Contract, the insurance coverages and limits
described herein on a primary and non-contributory basis. These insurance requirements and any Town
review or acceptance of Contractor's insurance do not limit or qualify Contractor's liabilities or obligations
under this Contract. The insurance requirements mandated herein are minimum requirements for
Contractor and in no way limit the indemnity covenants contained in the contract. The Town in no way
warrants that the minimum limits contained herein are sufficient to protect the Contractor from liabilities
that might arise out of the performance of their work; Contractor is free to purchase additional insurance
as necessary.
Workers' Compensation Insurance - Contractor agrees to maintain Worker's Compensation Insurance
in accordance with North Carolina General Statute Chapter 97.
T O W N O F W A K E F O R E S T Page 5
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