RFQ 27-0928 Carolina Springs Park Master Plan

Town of Holly Springs, North Carolina
REQUEST FOR QUALIFICATIONS
RFQ 27-0928 Carolina Springs Park Master Plan
Issue Date: September 30, 2026
Due Date: November 4, 2026, at 2:00 PM
___________________________________________________________________________________________________
I. PURPOSE
The Town of Holly Springs is seeking a Statement of Qualifications from licensed Engineering and Landscape Architecture
firms to provide professional master planning and design services for the Carolina Springs Park Master Planning Project.
II. SCOPE OF WORK
The Town of Holly Springs is seeking professional master planning and design services for the development of a
comprehensive master plan for a 25-acre Town of Holly Springs Park located at 7300 Woods Creek Road (PIN
0730624667). The selected consultant will work closely with Town staff, stakeholders, and the community to evaluate
existing conditions, identify opportunities and constraints, establish a vision for the park, and develop a feasible and
implementable master plan that reflects the Town's available resources, goals, and community needs as represented in
the Town's Parks and Recreation Master Plan.
The consultant's team should include the appropriate combination of licensed landscape architects, engineers, planners,
and other qualified professionals necessary to successfully complete the project.
The anticipated scope of services may include, but is not limited to, the following:
1. Project Management and Coordination
* Conduct a project kickoff meeting with Town staff to confirm project goals, objectives, schedule, deliverables,
roles, and responsibilities.
* Establish a project schedule and maintain regular communication with Town staff throughout the project.
* Coordinate with Town departments and other agencies, as appropriate.
* Attend project meetings with Town staff, Parks and Recreation leadership, advisory boards, and Town Council,
as requested.
* Provide periodic progress updates and identify project issues, decisions, and required Town direction.
2. Existing Conditions Analysis
The consultant shall conduct a comprehensive review of existing conditions affecting the park and its potential future
development. The analysis should consider, as applicable:
* Existing site conditions and topography.
* Property boundaries, easements, rights-of-way, and known encumbrances.
* Existing vegetation, natural resources, streams, wetlands, floodplains, and other environmental constraints.
* Existing utilities and infrastructure.
* Existing park facilities, amenities, structures, parking, access, circulation, and pedestrian connections.
* Existing trails and greenway connections.
* Vehicular, bicycle, and pedestrian access and circulation.
* ADA accessibility and universal design considerations.
* Existing stormwater management infrastructure and drainage patterns.
* Adjacent land uses and surrounding development.
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* Existing zoning, land use, and applicable Town plans and regulations.
* Relevant Town, County, State, and Federal regulations and permitting considerations.
* Existing park usage, known maintenance concerns, and operational considerations.
* Opportunities for connections to surrounding neighborhoods, schools, parks, greenways, and other community
destinations.
The consultant shall identify key opportunities, constraints, deficiencies, and potential areas of concern that should
inform the master planning process.
3. Community and Stakeholder Engagement
The consultant shall develop and implement a public engagement process appropriate for the project. Engagement may
include:
* Development of a public engagement strategy.
* Preparation of presentation materials, exhibits, surveys, and other engagement materials.
* Public meetings, open houses, workshops, or similar engagement opportunities.
* Online engagement opportunities, such as surveys.
* Stakeholder meetings with neighborhood groups, community organizations, park users, and other interested
parties.
* Documentation and analysis of public input.
* Coordination with Town staff regarding public communications and outreach.
The consultant shall synthesize public and stakeholder feedback and identify common themes, priorities, and areas
requiring further consideration.
4. Program Development and Needs Assessment
Based on the existing conditions analysis, public input, Town goals, Town of Holly Springs Parks and Recreation Master
Plan, and other applicable planning documents, the consultant shall assist the Town in establishing a recommended park
program.
The program development process may include:
* Evaluation of existing park amenities and their condition.
* Identification of unmet community needs and potential service gaps.
* Consideration of the Parks and Recreation Master Plan's park search areas 1, 2, and 4 and the plan's
recommended park amenities for each.
* Evaluation of existing and potential recreational activities.
* Development of potential new amenities and facilities.
* Evaluation of passive recreation, natural areas, and open space opportunities.
* Evaluation of trail, greenway, pedestrian, and bicycle connections.
* Identification of opportunities for inclusive and accessible recreation.
* Consideration of park operations and long-term maintenance requirements.
* Development of appropriate support facilities, including parking, restrooms, shelters, storage, maintenance
areas, and other infrastructure.
* Development of preliminary program quantities and space requirements.
The consultant shall work with Town staff to establish a preferred program that balances community needs, site
opportunities and constraints, anticipated costs, and long-term operational considerations.
5. Conceptual Master Plan Alternatives
The consultant shall develop three conceptual alternatives that illustrate potential approaches to organizing the park
and accommodating the recommended program.
Alternatives should consider, as appropriate:
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* Overall site organization and character.
* Facility and amenity placement.
* Vehicular and pedestrian circulation.
* Parking and access.
* Trail and greenway connections.
* Open space and natural areas.
* Recreation opportunities.
* Landscape character.
* Stormwater management.
* Accessibility.
* Site visibility and safety.
* Phasing and constructability.
* Long-term operations and maintenance.
The consultant shall present alternatives to Town staff, Town Boards and Committees, and to the general public through
a public engagement process and incorporate feedback into development of a preferred concept.
6. Preferred Master Plan
Following review of the conceptual alternatives, the consultant shall prepare a preferred park master plan for Town
review and approval.
The master plan should establish an overall framework for the future development and improvement of the park and
may include:
* Illustrative master plan.
* Site organization and circulation.
* Recommended amenities and facilities.
* Trail and greenway connections.
* Parking and access improvements.
* Landscape and planting concepts.
* Open space and natural resource areas.
* Preliminary grading and drainage concepts, as appropriate.
* Stormwater management concepts.
* Accessibility considerations.
* Signage and wayfinding concepts.
* Site furnishings and park character recommendations.
* Utility and infrastructure considerations.
* Phasing recommendations.
* Preliminary implementation priorities.
The master plan should be sufficiently detailed to provide the Town with a clear framework for future design, budgeting,
funding, permitting, and construction.
7. Opinion of Probable Cost
The consultant shall develop planning-level opinions of probable cost for recommended improvements.
Costs should, where appropriate, be organized by:
* Individual facilities or amenities.
* Major site improvements.
* Infrastructure improvements.
* Parking and circulation.
* Trails and greenways.
* Landscaping and site furnishings.
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* Phases or implementation packages.
The consultant shall identify assumptions, exclusions, and other factors that could substantially affect project costs.
8. Phasing and Implementation Strategy
The consultant shall develop a realistic implementation strategy for the master plan.
The implementation strategy should consider:
* Immediate, short-term, and long-term improvements.
* Logical construction phases.
* Project dependencies.
* Available or potential funding sources.
* Grant opportunities.
* Opportunities to coordinate improvements with other Town projects.
* Anticipated permitting requirements.
* Operations, staffing, and maintenance implications.
* Estimated project costs.
* Potential partnerships or other implementation opportunities.
The consultant shall identify priority projects and provide recommendations regarding the logical sequence for
implementation.
9. Final Master Plan and Deliverables
The consultant shall prepare a final master plan incorporating comments received from Town staff, stakeholders, and
the community.
Anticipated final deliverables may include:
* Final park master plan.
* Illustrative master plan graphics.
* Existing conditions and analysis exhibits.
* Recommended program and amenity schedule.
* Planning-level cost estimates.
* Phasing and implementation strategy.
* Supporting diagrams and graphics.
* Public engagement summary.
* Digital GIS/CAD files, as applicable.
* High-resolution presentation graphics suitable for Town presentations and public communications.
* Final report and supporting documentation.
The final master plan shall be provided in electronic formats acceptable to the Town.
10. Optional Services
The Town may elect to authorize additional services as part of the project or through subsequent amendments.
Potential optional services may include:
* Surveying.
* Environmental investigations.
* Geotechnical investigations.
* Detailed traffic or parking analysis.
* Utility investigations.
* Stormwater analysis.
* Preliminary engineering.
* Preliminary architectural design.
* Detailed site design.
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* Construction documents.
* Grant application assistance.
* Rendering, visualization, or other presentation materials.
The Town reserves the right to modify, add, or remove tasks from the final scope of services based on project needs,
available funding, and recommendations developed during the master planning process.
III. PROCUREMENT SCHEDULE
The following table shows the schedule of events for the conduct of this solicitation. Details for some of the events are
described in subsequent sections. All dates are subject to change.
DATE / TIME EVENT
September 30, 2026 Issuance of Solicitation
October 14, 2026, at 4:00 PM Deadline to Submit Questions
By October 21, 2026 Town to Post Answers to Questions (if any)
November 4, 2026, at 2:00 PM Statement of Qualifications Submission Deadline
On or after November 4, 2026 Evaluation begins with contract negotiations to follow
IV. STATEMENT OF QUALIFICATIONS SUBMISSION INSTRUCTIONS
Format
Responses shall be submitted in a single, digital PDF file and contain the content described below. The file
should be a maximum of 15 pages in length, not including the cover letter or authorized appendices detailed
in the content section. Please use size 11 point or larger font for readability.
Content
Responses must satisfy the criteria outlined below to be responsive to this solicitation. Any modifications or
enhancements proposed beyond the identified scope of work outlined in this document must be clearly
identified.
No work product, design, or costs/fees specific to this project, may be submitted. Failure to meet the
requirements listed in this section may deem the submission as non-responsive and be removed from
consideration.
Cover Letter [no more than one (1) page]
Provide the legal name, address, and telephone number of the firm along with the designated contact's
name, title, email address, and telephone number. Provide the business entity type and the year the business
was established. Provide the location in which the majority of the work will be executed and managed.
Provide the same information for each subconsultant or each member of a joint venture, if applicable.
Include a statement attesting to the submittal's accuracy and signed by an individual authorized to execute
binding legal documents for the firm. Communicate your understanding of the scope and a brief description
of your approach to performing the requested services.
Qualifications and Experience of the Consultant Firm(s)
Please describe the prime consultant's recent experience relevant to the proposed park master planning
project. Provide three (3) references for completed projects that are similar in scope and complexity to the
services requested in this RFQ. Hyperlinks may be included for past projects.
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Include a brief project profile for each reference that identifies the project name, location, client, scope of
services provided, project completion date, and reference contact information. Project profiles should
highlight the firm's experience with park master planning, site planning and design, public engagement,
recreational facility planning, implementation planning, cost estimating, and other services relevant to this
project, as applicable.
Emphasis should be placed on projects that demonstrate the consultant's ability to develop comprehensive,
implementable park master plans that respond to community needs, site opportunities and constraints,
operational considerations, and available funding.
Preference should be given to examples of projects managed by the key personnel proposed for this project.
Qualifications and Experience of Key Staff
Identify the key individuals proposed to provide services for this project and include the qualifications,
experience, and anticipated responsibilities of each individual.
Provide experience summaries for key personnel, with emphasis on previous experience with park master
planning, landscape architecture, site planning and design, public engagement, recreational programming,
implementation planning, cost estimating, and related services. Identify the role each individual performed
on relevant previous projects.
Resumes for key personnel, including applicable professional licenses and certifications, should be provided
in the Appendices and will not be counted toward the page limitation.
For each subconsultant or member of a joint venture, provide a brief description of the firm's relevant
experience and qualifications. Clearly identify the specific services, tasks, and anticipated percentage of work
to be performed by each subconsultant or other business entity.
Project Approach
This section should demonstrate the proposer's understanding of the purpose, goals, and objectives of the
park master planning project and describe the firm's proposed approach for successfully completing the
work.
The proposer should describe its approach to, at a minimum, the following:
* Project management and coordination.
* Existing conditions analysis and site assessment.
* Community and stakeholder engagement.
* Park programming and needs assessment.
* Development and evaluation of master plan alternatives.
* Development of a preferred master plan.
* Planning-level cost estimating.
* Phasing and implementation planning.
* Coordination with Town staff, Town departments, stakeholders, and project partners.
* Quality control and quality assurance.
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Proposers should identify the methods, tools, and techniques they anticipate using to develop an effective
and implementable master plan. The approach should demonstrate how the consultant will balance
community input, site opportunities and constraints, recreational needs, accessibility, environmental
considerations, operations and maintenance, project costs, and long-term implementation.
The project approach must identify whether subconsultants or other firms will be utilized and clearly
describe their anticipated roles and responsibilities.
The proposer should also identify the level of assistance, information, coordination, and decision-making
anticipated from the Town and/or project partners throughout the project.
Project Schedule
Provide a proposed project schedule demonstrating the consultant's ability to complete the master planning
process in an efficient and timely manner.
The schedule should identify major project phases, milestones, stakeholder and public engagement
opportunities, Town staff and committee meetings, review periods, anticipated decision points, and major
deliverables.
The proposed schedule should identify the anticipated duration of each major task and demonstrate an
understanding of the coordination and review necessary to maintain project progress through completion.
The proposer should identify any critical schedule assumptions, dependencies, or decisions that may affect the
project timeline.
Appendices
Appendices to include the following (pages will not be counted in the response page limitation):
* Copy of engineering firm license to practice in North Carolina
* Key staff resumes
* Certificate of Insurance evidencing that all coverages, limits, and endorsements required herein are
maintained and in effect:
o Professional Liability Insurance greater $5M per occurrence, and per aggregate. OR an umbrella
policy of $5M plus general commercial liability of $2M aggregate/$1M per occurrence
o Commercial General Liability
o Automobile Liability
o Worker's Compensation within statutory limits
o Employers Liability
* (Optional) Standard contract language or general conditions that the firm seeks to incorporate.
Submittal Instructions
Respondents should submit one (1) navigable PDF file electronically via email to the contact listed below by
the response due date. Please reference the solicitation name and number in the email's subject line. Upon
receipt, all responses and supporting materials become the property of the Town and are subject to public
record following contract award. Responses received after this deadline will not be considered.
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To: Purchasing Division, purchasing@hollyspringsnc.gov
Subject: RFQ 27-0928 Carolina Springs Park Master Plan
Questions Contact Information
Respondents must submit all questions, in writing, to the contacts listed below and by the deadline provided
in the procurement schedule. When submitting questions, please reference the solicitation name and number,
as well as the page and section, if applicable.
Thomas Gull, PLA, Park and Greenway Planner
Thomas.Gull@hollyspringsnc.gov
Questions submitted after the deadline do not require a response, though the Town will make reasonable
efforts to provide clarification before the response deadline, if possible. Apart from question submissions,
respondents should refrain from contacting Town staff prior to the response deadline.
Addenda
Responses to question submissions and addenda (if applicable) will be posted on the Town of Holly Springs
website at the following hyperlink: https://www.hollyspringsnc.gov/2456/Bids-Requests-for-Proposals.
It is suggested that you sign up for email updates at the bottom of this page to ensure you receive all relevant
information, as it is posted. It is the respondent's responsibility to ensure they have received, reviewed, and
understand all posted addenda.
V. EVALUATION CRITERIA
Responses will be reviewed by a Selection Committee designated by the Town and per the evaluation criteria
defined below
1. Qualifications and Experience of Consultant Firm(s) - 25 Points
The Town will evaluate the firm's demonstrated experience and qualifications relevant to the proposed park
master planning project, including:
* Experience successfully completing park master plans and similar planning projects.
* Experience with projects of similar size, scope, complexity, and community context.
* Experience developing comprehensive and implementable park master plans.
* Experience with site planning and design, recreational programming, public engagement, cost
estimating, phasing, and implementation planning.
* Demonstrated ability to balance community needs with site opportunities and constraints, project
costs, operations and maintenance, and long-term implementation.
* Quality and relevance of the three project references provided.
* Experience of the prime consultant and any proposed subconsultants or other project partners.
2. Qualifications and Experience of Key Staff - 25 Points
The Town will evaluate the qualifications and relevant experience of the individuals proposed to perform the
work, including:
* Qualifications and experience of the proposed project manager and key task leaders.
* Previous experience of proposed key staff with park master planning and similar projects.
* Relevant experience in landscape architecture, site planning and design, recreational planning, public
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engagement, cost estimating, implementation planning, and related disciplines.
* Demonstrated experience of key personnel in roles like those proposed for this project.
* Professional licenses, certifications, and other qualifications relevant to the scope of services.
* Continuity of the proposed project team.
* Qualifications and clearly defined roles of proposed subconsultants or other project partners.
3. Project Approach - 40 Points
The Town will evaluate the proposer's understanding of the project and the quality and effectiveness of the
proposed approach, including:
* Demonstrated understanding of the purpose, goals, and objectives of the project.
* Demonstrated understanding of community needs and recommendations as noted in the Town of
Holly Springs Parks and Recreation Master Plan.
* Quality and effectiveness of the proposed project management and coordination approach.
* Approach to existing conditions analysis and identification of site opportunities and constraints.
* Approach to community and stakeholder engagement.
* Approach to park programming and identification of community needs.
* Approach to developing, evaluating, and refining master plan alternatives.
* Approach to developing a preferred master plan that is practical, functional, and implementable.
* Approach to addressing accessibility, environmental considerations, circulation, connectivity,
operations and maintenance, and other relevant planning considerations.
* Approach to planning-level cost estimating, phasing, and implementation planning.
* Demonstrated ability to translate community input and technical analysis into a cohesive park master
plan.
* Approach to coordination with Town staff, stakeholders, and project partners.
* Quality assurance and quality control procedures.
* Clearly defined roles and responsibilities for subconsultants and other project partners.
* Identification of the level of assistance and decision-making anticipated from the Town.
4. Schedule - 10 Points
* The Town will evaluate the proposer's ability to provide a realistic and efficient schedule for
completing the project, including:
* Completeness and clarity of the proposed project schedule.
* Understanding of the time required for each major project phase.
* Identification of key milestones, decision points, meetings, public engagement opportunities, review
periods, and deliverables.
* Demonstrated ability to maintain project progress and meet the Town's desired completion date.
* Identification and management of schedule assumptions, dependencies, and potential challenges.
VI. SELECTION
Firms will be selected on the basis of demonstrated competence and qualification for the services required
and in accordance with Chapter 143, Article 3D of the North Carolina General Statutes. A resident firm,
defined as a firm that has paid unemployment taxes or income taxes and whose principal place of business is
located in the state of North Carolina, shall be granted a preference over a nonresident firm. No project-
specific work product, design, or costs/fees, with the exception of unit price information, will be considered as
part of the selection process.
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VII. CONTRACT AWARD
Upon completion of response evaluations, if the Town has determined a suitable candidate, a contract will
then be negotiated, for a fair and reasonable fee, with the most qualified firm. If a contract cannot be
negotiated with the most qualified firm, negotiations with that firm shall be terminated and initiated with the
next best qualified firm. All respondents will be notified of the contract award decision via email.
It is anticipated that a recommendation will be forwarded to the Town Council for contract award in January
2027. The awarded firm is expected to begin work upon receipt of the notice to proceed shortly after.
VIII. TOWN'S RIGHTS AND OPTIONS
The Town reserves the right, at the Town's sole discretion, to take any action affecting this solicitation, this
solicitation process, or the services or facilities subject to this solicitation, that would be in the best interests
of the Town, including:
* To supplement, amend, substitute, or otherwise modify this solicitation, including the schedule,
or to cancel this solicitation, at any time;
* To require any respondent to supplement or clarify its submission or provide additional
information relating to its response;
* To investigate the qualifications, experience, capabilities, and financial standing of each
respondent submitting a response;
* To waive any defect or irregularity in any response received;
* To reject any or all responses;
* To share the responses with Town employees, as deemed necessary by the Town;
* To award all, none, or any part of the services and enter into contracts with one or more of the
respondents deemed by the Town to be in the best interest of the Town, which may be done
with or without re-solicitation;
* To discuss and negotiate with any respondents their response terms and conditions, including
but not limited to financial terms; and
* To terminate discussions and negotiations with any respondent at any time and for any reason.
Accuracy of Solicitation and Related Documents
Each respondent must independently evaluate all information provided by the Town. The Town makes no
representations or warranties regarding any information presented in, or otherwise made available during this
procurement process, and assumes no responsibility for conclusions or interpretations derived from such
information. Additionally, the Town will not be bound by or responsible for any explanations or conclusions
regarding this or any related documents other than those provided by an addendum issued by the Town.
Respondents may not rely on any oral statement by the Town or its agents, advisors, or consultants.
If a respondent identifies potential errors or omissions in this or any other related documents, the respondent
should immediately notify the Purchasing Manager of such potential discrepancy, in writing. The Town may
issue a written addendum if it determines correction is necessary.
Expense of Solicitation Process
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