AVIA RFQ 26-31 On-Call Planning Services

REQUEST FOR QUALIFICATIONS
AVIA RFQ 26-31
FOR
ON-CALL PLANNING SERVICES
DATE: May 29, 2026
(FEDERAL and NON-FEDERAL TASK ORDER PROJECTS)
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I. INTRODUCTION
A. INVITATION TO PROPOSE
Pursuant to this Request for Qualifications ("RFQ"), Charlotte Douglas International Airport
("CLT" or "Airport"), which is owned and operated by the City of Charlotte, North Carolina, is
seeking statements of qualifications ("SOQ") from qualified and experienced firms
(individually or collectively referred to as "Firm", "Company" or "Consultant") interested in
providing on-call planning services for the Airport (the "Services"). The Scope of Services is
attached hereto as Exhibit A.
The Services will be governed by a professional services agreement, a form copy of which is
included as Exhibit H (the "Agreement"). Firms are advised to carefully read and review the
Agreement as they prepare their SOQs in response to this RFQ. CLT reserves the right to revise
the terms of the Agreement at any time during the RFQ process and to negotiate different terms
with the selected Firm.
The Agreement(s) between the City of Charlotte (Sponsor of the Airport) and the selected
Firm(s) will be subject to all applicable Federal Rules and Regulations, including but not limited
to those identified in AC 150/5100-14E. The most recent version of the Federal Contract
Provisions for Architectural, Engineering, and Planning Consultant Services for Airport Grant
Projects can be found at
https://www.faa.gov/documentLibrary/media/Advisory_Circular/150-5100-14E.pdf
Firms are encouraged to also carefully review all sections of this RFQ including all attachments
and exhibits as they prepare their SOQs. Failure to comply with the terms, conditions and
requirements of this RFQ may result in disqualification of the Firm in the sole discretion of CLT.
Firms will only be eligible for Services if their SOQs clearly include the experience necessary to
complete the general duties for the specific type of projects set forth in Exhibit A or other
substantially similar projects.
B. RFQ EXHIBITS
The following exhibits are attached to this RFQ and made part hereof:
Exhibit A Scope of Services
Exhibit B Sample Task Order Document (TOD)
Exhibit C-1 DBE Compliance Instructions and DBE Form #3
Exhibit C-2 CBI Program Instructions and CBI Form #3
Exhibit D City Non-Discrimination Certification
Exhibit E Certification of Offeror Regarding Tax Delinquency and Felony Convictions
Exhibit F Certification of Offeror Regarding Lobbying and Influencing Federal Employees
Exhibit G Proposed Project List
Exhibit H Sample Form Professional Services Agreement
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C. RFQ SCHEDULE
DATE ACTIVITY (All times are ET)
May 29, 2026 I s sue RFQ
June 9, 2026 Deadline for Submission of Written Questions at 5:00 pm
June 23, 2026 Statement of Qualifications are due at 2:00 pm
CLT reserves the right to modify the deadline set forth in the above table in its sole discretion.
Any such modifications will be stated in an addendum as described in Section II. B below.
D. DISADVANTAGED BUSINESS ENTERPRISE ("DBE") PROGRAM and
CHARLOTTE BUSINESS INCLUSION ("CBI") PROGRAM
The City complies with two different and separate programs: the federal Disadvantaged
Business Enterprise ("DBE") Program and the Charlotte Business INClusion ("CBI") Program,
depending on the funding source associated with the Services for each Task Order project
individually.
1. DBE Program (Federal funding)
The DBE Program is subject to the requirements of 49 CFR Part 26 - Participation by DBE in
Department of Transportation Financial Assistance Programs and the City's DBE Program. A
complete copy of the City's DBE program can be found at www.cltairport.com. Instructions
regarding compliance with the DBE Program and form copies of DBE Form #3 - Utilization
Commitment - are attached as Exhibit C-1.
This Solicitation was advertised at a time in which 49 CFR Part 26 has been amended by a
new Interim Final Rule (IFR), which is binding law for federally funded contracts. The
IFR was published in the Federal Register on October 3, 2025 and it immediately paused
all DBE goal setting as well as the counting of DBE participation towards any goal. The
IFR did not abolish nor significantly alter the majority of the DBE program including the
traditional compliance related aspects - though the absence of a DBE goal has a
significant practical effect on the DBE program as a whole.
In time, the IFR will allow goal setting as well as the counting of DBE participation to
resume. At that time appropriate action will be taken to ensure that this contract and each
Task Order project remain in compliance with the IFR and all applicable law including
federal guidance. At a minimum, it is anticipated that federally funded Task Orders
issued after goal setting and the counting of DBE participation towards goals has
resumed pursuant to the IFR, will include a DBE goal.
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2. CBI Program (No federal funding)
The CBI Program is based on the City's long history of creating and implementing strategies
to support and encourage local business growth. In 2013, the City Council adopted the CBI
Policy to promote fair and open business solicitation, an even playing field, and local
business opportunities in the City's contracting and procurement process for socially and
economically disadvantaged Minority, Women, and Small Business Enterprises
("MWSBEs"). A complete list of City of Charlotte certified Small Business Enterprises
("SBEs") and City of Charlotte registered Minority and Women Business Enterprises
(MWBEs) is available on the City's InclusionCLT website:
http://charlotte.diversitycompliance.com. Instructions regarding compliance with the CBI
Program and copies of CBI Form #3 - Utilization Commitment - are attached as Exhibit C-2.
3. Goals
No DBE participation goal ("DBE Goal") will be negotiated for federally funded Task
Orders assigned under the Firm's Agreement until such time as the IFR allows goal
setting to resume. At this time, it is unclear whether federally funded Task Orders issued
before goal setting has resumed will be expected to have a goal negotiated or added when
goal setting resumes. The City will take the action necessary at that time to comply with
federal law and guidance. Federally funded Task Orders issued after goal setting and the
counting of DBE participation towards goals has resumed pursuant to the IFR, will
include a DBE goal.
A CBI participation goal ("CBI Goal") will be negotiated for non-federally funded Task
Orders assigned under the Firm's Agreement.
The type of goal is and will be dependent on the funding source of the Services that are
assigned to the selected Firm. This requirement will be made part of the selected Firm's
Agreement.
4. Submittals
Since the assigned Services may be federally or non-federally funded, the City reviews the
DBE and CBI firms that Proposers intend to utilize on assigned Services under this
Agreement. Firms are required to complete and attach Form #3 - CBI MWSBE Utilization
Commitment to their SOQ. Please note, Form #3 is the ONLY CBI form that should be
attached to the SOQ.
The selected Firm will be required to submit DBE/CBI Form #4 - Letter of Intent for each
DBE/MWSBE the selected Firm commits to use on assigned Services to meet the DBE
requirements. Letters of Intent are due no later than three (3) business days from the time
they are requested by CLT, unless otherwise agreed by the parties. During the term of the
Agreement, the selected Firm shall be required to submit payment information into the
City's InclusionCLT system.
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This requirement shall not apply in regards to DBE firms until the IFR allows goal setting to
resume. Unless directed otherwise by CLT, the Form #3 - DBE Utilization Commitment
attached to the SOQ shall include only CBI certified firms. This submission requirement
shall not apply in regards to DBE firms until the IFR allows goal setting to resume. At that
time, CLT shall request a revised Form #3 - DBE Utilization Commitment from selected
Firms.
E. TITLE VI SOLICITATION NOTICE (A5.3.1)
CLT, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42
U.S.C. 2000d to 2000d-4), 28 CFR 50.3, and 49 CFR Part 21, hereby notifies all bidders that it
will affirmatively ensure that any contract entered into pursuant to this advertisement, all
contractors will be afforded full opportunity to submit bids in response to this invitation and
will not be discriminated against on the grounds of the owner's race, color, national origin, sex,
creed, age, or disability in consideration for an award.
F. FEDERAL FAIR LABOR STANDARDS ACT SOLICITATION NOTICE (A15.3)
All contracts and subcontracts that result from this solicitation incorporate by reference the
provisions of 29 CFR part 201, et seq, the Federal Fair Labor Standards Act (FLSA), with the
same force and effect as if given in full text. The FLSA sets minimum wage, overtime pay,
recordkeeping, and child labor standards for full and part-time workers.
The Consultant has full responsibility to monitor compliance to the referenced statute or
regulation. The Consultant must address any claims or disputes that arise from this
requirement directly with the U.S. Department of Labor - Wage and Hour Division.
G. TRADE RESTRICTION CERTIFICATION (A23.3)
By submission of an offer, the Offeror certifies that with respect to this solicitation and any
resultant contract, the Offeror -
1) is not owned or controlled by one or more citizens of a foreign country included in the list of
countries that discriminate against U.S. firms as published by the Office of the United States
Trade Representative (USTR);
2) has not knowingly entered into any contract or subcontract for this project with a person that
is a citizen or national of a foreign country included on the list of countries that discriminate
against U.S. firms as published by the USTR; and
3) has not entered into any subcontract for any product to be used on the Federal project that is
produced in a foreign country included on the list of countries that discriminate against U.S.
firms published by the USTR.
This certification concerns a matter within the jurisdiction of an agency of the United States of
America and the making of a false, fictitious, or fraudulent certification may render the maker
subject to prosecution under Title 18 USC 1001.
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The Offeror/Contractor must provide immediate written notice to the Owner if the
Offeror/Contractor learns that its certification or that of a subcontractor was erroneous when
submitted or has become erroneous by reason of changed circumstances. The Contractor must
require subcontractors provide immediate written notice to the Contractor if at any time it
learns that its certification was erroneous by reason of changed circumstances.
Unless the restrictions of this clause are waived by the Secretary of Transportation in
accordance with 49 CFR 30.17, no contract shall be awarded to an Offeror or subcontractor:
1) who is owned or controlled by one or more citizens or nationals of a foreign country included
on the list of countries that discriminate against U.S. firms published by the USTR; or
2) whose subcontractors are owned or controlled by one or more citizens or nationals of a
foreign country on such USTR list; or
3) who incorporates in the public works project any product of a foreign country on such
USTR list.
Nothing contained in the foregoing shall be construed to require establishment of a system of
records in order to render, in good faith, the certification required by this provision. The
knowledge and information of a contractor is not required to exceed that which is normally
possessed by a prudent person in the ordinary course of business dealings.
The Offeror agrees that, if awarded a contract resulting from this solicitation, it will incorporate
this provision for certification without modification in all lower tier subcontracts. The
Contractor may rely on the certification of a prospective subcontractor that it is not a firm from
a foreign country included on the list of countries that discriminate against U.S. firms as
published by USTR, unless the Offeror has knowledge that the certification is erroneous.
This certification is a material representation of fact upon which reliance was placed when
making an award. If it is later determined that the Contractor or subcontractor knowingly
rendered an erroneous certification, the Federal Aviation Administration (FAA) may direct
through the Owner cancellation of the contract or subcontract for default at no cost to the
Owner or the FAA.
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II. RFQ SELECTION PROCESS
A. POINT OF CONTACT
The point of contact for all submissions and correspondence regarding this RFQ will be as
follows:
RFQ Project Manager - Ryan Lingholm
Email: ryan.lingholm@cltairport.com
Information related to this RFQ, including any addenda, will be posted to CLT's web-based
Project Management Information System (PMIS) Bid Portal using the link below. Written
request for clarification must be submitted electronically through the Bid Portal Q&A Board.
https://gateway.app.e-builder.net/app/bidders/landing?accountid=80fe0a4a-0c8f-4fcd-ac93-
cc9db65522cb&projectid=8636caaf-bcc9-4176-ab83-cc502ccc0396&bidpackageid=d773e871-00c7-
4f6f-9d65-f1f65daa0348
B. INTERPRETATION AND ADDENDA
No interpretation or clarification regarding this RFQ will be made verbally to any Firm.
Requests for interpretation or clarification must be submitted electronically via the Bid Portal.
When submitting a request for interpretation or clarification, Firms are encouraged to reference
the RFQ page and topic number pertinent to the question(s). All questions must be submitted
no later than the date and time stated in the RFQ Schedule as the deadline for submission of
questions. Any questions received after that time may not be addressed.
Interpretations, clarifications and supplemental instructions from CLT will be in the form of a
written addendum, which will be posted to the Bid Portal.
Only the written interpretations, clarifications or supplemental instructions set forth in the
posted addenda shall be binding, and Firms are warned that no other source is authorized to
give information concerning, explaining or interpreting this RFQ.
C. ATTEMPTS TO INFLUENCE THE SELECTION PROCESS
With the exception of written requests for interpretation or clarification submitted to the RFQ
Project Manager as described in Section II.B. above, Firms, including any and all persons acting
on their behalf, are strictly prohibited from contacting elected or appointed City officials,
officers, or employees, on or regarding any matter relating to this RFQ from the time the RFQ is
issued until the start of the open business meeting at which City Council is asked to approve the
contract between the City and the selected Firm.
CLT reserves the right to disqualify any Firm who contacts a City or CLT official, employee,
representative, contractor, or agent concerning this RFQ other than in accordance with this
section.
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D. RFQ ACKNOWLEDGMENT
Firms shall thoroughly examine and become familiar with this RFQ, including forms,
attachments, exhibits and any addenda that may be issued. The failure or the neglect of a Firm
to receive or examine any RFQ document shall in no way relieve it from any obligation with
respect to its SOQ or the obligations that flow from the submission and selection of an RFQ. No
claim based upon a lack of knowledge or understanding of any provision of this RFQ shall be
allowed.
E. SELECTION CRITERIA AND MINIMUM REQUIREMENTS
Upon review and evaluation of all qualifying SOQs, including any interviews that the CLT may
require, the Evaluation Committee will select and recommend the Firm or Firms that, in its sole
judgment, are most responsive in meeting the requirements and objectives of this RFQ as set
forth below, and hence represent the Best Qualified firm(s).
1. Demonstrated experience of Firm (Weight 20%)
a. Prime Firm: Demonstrated experience of the Prime Firm in providing services for
large-hub or comparable airports and/or projects where applicable, within
previous five (5) years; identify key qualifications, certifications, credentials, and
office locations where the work will be performed.
b. Subconsultant Firm: Demonstrated experience of the Subconsultant Firms in
providing services, for relevant projects in airports or similarly scaled or complex
facilities within previous five (5) years; identify key qualifications, certifications,
credentials, and office locations where the work will be performed.
2. Demonstrated Key Individuals Experience (Weight 30%)
a. Key Individuals: Demonstrated experience of key individuals, including name,
title, professional qualifications, certifications and licenses, education, specific role
for this project, and prior relevant projects. At a minimum to include the following
key individuals and their general availability (shown as a percentage) to the
Airport throughout the contract term: 1- Principle in Charge/Officer, 2- Project
Manager, 3. Deputy Project Manager, 4. Discipline Leads for each Subconsultant
or Specialty, 5. Quality Control Coordinator.
3. Project Execution (Weight 30%)
a. Team Organization Structure: Provide a graphic of the proposed project team's
organizational chart. Include as many of the following disciplines as possible: 1.
Master Planning, 2. Airfield Planning, 3. Terminal Planning, 4. Landside Planning,
5. Environmental Planning, 6. Land Use Planning, 7. Noise, 8. Capital
Improvement Project Support.
b. Team Organization: Provide a narrative describing how the Company will
organizationally provide the Services, as well as a depiction of the organizational
relationship between its key personnel, the Project Manager, and other key
members of the management team. Provide a description of how this
organizational structure will facilitate managing the Services requested, and how
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such structure will guarantee an efficient flow of information to ensure all
deliverables are fully coordinated within the organization when provided.
c. Quality Control Plan. Discuss how quality control will be achieved, and how
design reviews and project team approvals will be achieved. Discuss the authority
of the leader of this process.
d. Technical Resources. Describe the ability to provide easy to understand graphics
and renderings suitable for presentation at meetings with elected officials, media
events, public meetings, and printed and/or web based publications. Provide
examples of how technically complex information was presented to a non-
technical audience. Additionally, provide a description of the Company's ability
to prepare plans in AutoCAD/Revit and provide the Airport with drawing files
per its requirements. Companies should address their ability to comply with this
requirement within their SOQ. Provide relevant examples.
4. DBE/CBI Programs. (Weight 10%)
a. Provide a description of the Firm's proposed plan to comply with the CBI
Program, as well as the DBE program, the IFR, and the potential variables
presented in the anticipated re-implementation of DBE goal setting as described
above. The Firm is, or will be, required to submit a DBE/CBI Form #3 that lists
each proposed DBE/MWSBE subcontractor that will participate on the Work as
described in I. (D) above.
5. SOQ responsiveness and completeness (Weight 10%)
a. Identify contract terminations within previous 10 years at other airports
and explain circumstances.
b. Identify bankruptcies within previous 10 years and explain circumstances.
c. Identify pending claims or lawsuits within the previous 10 years between Firm
and other airports and explain circumstances.
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F. EVALUATION COMMITTEE AND AWARD OF CONTRACT
An Evaluation Committee will review all SOQs. As part of the evaluation process, the
Evaluation Committee may engage in discussions with any Firm to determine in greater detail
the Firm's qualifications and to learn about the Firm's proposed method of performance of the
Work.
CLT may in its discretion schedule follow-up interviews with one or more Firms. During such
interviews, Firms will be required to present their qualifications and to respond in detail to any
questions posed by the Evaluation Committee. Firms will be notified in advance of the time
and format of such interviews.
The City reserves the sole right to select the best qualified Firm(s) or team(s) deemed to be in
the best interests of the City. The Evaluation Committee will consider all relevant materials and
information in making its selection. The Evaluation Committee will select and recommend the
Firm that it determines, in its sole discretion, is best qualified to provide the Work.
CLT will inform the selected Firm(s) in writing that it has been selected, subject to final
agreement between CLT and the Firm on all terms and conditions of the Agreement. Upon
Firm's execution of the Agreement, the Aviation Director may submit it to City Council for
approval. If CLT and the selected Firm are unable to agree on the final terms, the selected Firm
will be excused from further consideration and CLT may, at their option, select another Firm.
The City Council may, in its sole and absolute discretion, accept or reject the
recommendation of the Evaluation Committee, Agreement, and supporting ancillary
documents. The City shall have no obligations under this RFQ until City Council has
formally approved the award of the Agreement to the selected Firm and the Agreement has
been executed by both parties.
G. CONSENT TO INVESTIGATE
The selection of the Firm will be based on a thorough investigation of the proposals submitted
in response to this RFQ. As part of the selection process, CLT may request that Firms provide
additional information, including without limitation, financial records, certified bank
statements or other company records relevant to the Evaluation Committees review of the
proposals. By submitting an SOQ, each Firm consents to any investigation CLT deems
necessary.
H. DISQUALIFICATION OF PROPOSAL
Without in any way limiting CLT's or City Council's right to reject any or all SOQs, Firms are
advised that any of the following may be considered as sufficient cause for the disqualification
of a Firm and the rejection of an SOQ: (i) failure to meet the eligibility requirements set forth in
the Scope of Work; (ii) submission of more than one SOQ by an individual, firm, partnership or
corporation under the same or different names, including the names it does business under; (iii)
evidence of collusion among Firms; (iv) improper communication as described in Section II. (B),
or (v) evidence of a conflict of interest not readily subject to appropriate mitigation or
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