Artificial Turf Design Build

Our Vision - Excellence
Yancey County Schools
Kathy Amos, Superintendent
100 School Circle P.O. Box 190 Burnsville, NC 28714 P(828)682-6101 F(828)682-7110 www.yanceync.net
DESIGN-BUILD
REQUEST FOR QUALIFICATIONS
Issued: 7/21/26
RFQ Response Date: 7/29/26*
*All submissions must be physically received by 3 pm
The Yancey County Schools (YCS) is soliciting qualifications for Design-Build ("DB") firms for the
installation of artificial turf athletic fields at the following locations:
1) Cane River Middle School: a) Baseball/Softball Field and b) Football Field.
2) East Yancey Middle School: a) Baseball/Softball Field and b) Football Field.
3) Mountain Heritage High School: a) Baseball Field and b) Softball Field.
YCS's primary purpose in using the DB process is to utilize alternative design and construction
services to deliver quality construction in an economical and efficient manner. YCS believes the
DB method will provide a greater return on its investment while also delivering a high quality,
turn-key project that will enhance the opportunities of the students utilizing the fields.
Design-Builder services will be procured through a qualification-based selection process in
accordance with G.S. 143-128.1, 143-64.31, and G.S. 115C-277. The Board encourages
proposals by historically underutilized businesses (HUBs) in addition to minority- and woman-
owned businesses, pursuant to its policies and as defined in North Carolina law.
YCS shall review the responses and make a short-list of the top three firms and may choose to
interview the representatives of those three firms. A DB firm shall be selected based on the best
value criteria identified in the RFQ. If YCS cannot adequately negotiate a price with the selected
DB firm, YCS may choose another DB firm. YCS reserves the right to reject any or all of the
submitted responses.
To be considered, DB firms must submit Qualifications by hand delivery or Post Office delivery to
be received by the Response Date to:
Ms. Kimberly Bennett, School Finance Officer
Yancey County Schools
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100 School Circle
Burnsville, N.C. 28714
For consideration, three (3) hard copies and one digital copy (in PDF format) of the Response to
this RFQ as required herein in a sealed package by no later than two o'clock p.m. (2 pm) on the
Response Dated listed below labeled: "Athletic Fields Turf Proposal 2026, Yancey County
Schools."
Pre-Submission Site Visits & Inquiries: Contact Steve Robinson, Director of Facilities, (828) 284-
2356, shrobinson@yanceync.net
1. Project Site Locations
1) Cane River Middle School, 1128 Cane River School Road, Burnsville, N.C. 28714
2) East Yancey Middle School, 285 George's Fork Road, Burnsville, N.C. 28714
3) Mountain Heritage High School, 333 Mountain Heritage HS Road, Burnsville, N.C. 28714
2. Scope of Work
YCS is seeking a qualified and experienced synthetic turf firm to provide design-build services that
include: design, permitting and construction services for the removal and disposal of existing
grass fields and the proper installation of artificial turf on the fields.
The following may be considered as a minimal list of project requirements and shall not be
considered all-inclusive:
A. Properly Evaluate Project
* Preform a scheduled site visit;
* Evaluate subsurface soils to ensure proper design is achieved;
* Review existing conditions, site topography and drainage patterns;
* Evaluate existing storm water management permits, control measures, and
conveyance system;
* Understand current and proposed uses of the fields as follows:
Cane River Middle School: a) Baseball/Softball Field and b) Football Field.
o
East Yancey Middle School: a) Baseball/Softball Field and b) Football Field.
o
Mountain Heritage High School: a) Baseball Field and b) Softball Field.
o
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B. Utilize Effective Design and Construction Methods
* Use highly trained turf design professionals with a minimum of five years'
experience.
* Identify any and all regulatory agencies and permits required for the project.
* Review all grades of turf specifications to allow the staff to make the proper
material selection based on type of use, cost and maintainability.
* Design base that meets all the critical elements for long-term surface stability and
effective drainage.
* Design and confirm structural foundation for goal posts and other vertical
elements.
* Ensure all turf installation is performed according to the manufacturer's directions
and in conference with requirements to achieve manufacturer's warranty.
* Preform compaction testing and other measures to avoid fill settlement.
* Effectively utilize time and resources to meet budget and project schedule.
* Certify construction standard and warranty of workmanship.
* Provide for power supply to the game clocks and along the side lines.
C. Anticipated Project Schedule and Budget
Request for Qualification Phase Schedule Date
RFQ Distribution July 21, 2026
RFQ Submission Deadline July 29, 2026
2nd RFQ Submission (if less than 3) August 5, 2026
2nd RFQ Submission Deadline August 12, 2026
Interviews of Short-list Respondents TBD
Notice of Intent to Award Contract TBD
**Anticipated total project budget for all services and
contingencies is $8,325,871. **
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3. Submission Requirements
The instructions below provide guidance and information to help in the preparation and
submittal of concise responses to this RFQ. The purpose is to establish the format and contents
of the proposal so that responses are complete, contain all essential information, and can be
easily evaluated.
Proposal Format
The qualifications proposal should be no more than 20 pages, ten (10) double-sided sheets, in
length, excluding binding, covers, and tabs. Proposals shall be presented in a well-organized and
concise manner and bound to allow ease of review. Please provide a cover that depicts the
Project Name and Design-Build Firm Name.
Proposal Content
The following items must be addressed in your package:
1. Introductory Letter: Respondents shall submit a clear concise response indicating the
following:
a. Name of the firm;
b. Project Manager's name (or primary contact) and his/her contact information;
c. The firm's contact information (i.e., phone, facsimile, email, etc.);
d. Why YCS should select your firm for this project.
2. Qualifications and Experience: Respondents shall submit the following information to
demonstrate their experience and qualifications. Only include those projects in which the
project team members have actively participated or led:
a. Provide up to five (5) projects of similar scope for work completed over the past
five (5) years. Include sub-consultants (if any) utilized and their capabilities as
related to the work. List a reference with contact information for each project
cited. Note whether the project was completed within scope, budget, and both
substantial and final completion schedule requirements.
b. Provide an additional list of up to two (2) projects of similar nature that are
currently in design, permitting, or construction phases. Include sub-consultants (if
any) utilized and their capabilities as related to the work. List a reference with
contact information for each project cited. Note whether any project phases
were/are within scope, budget, and schedule requirements.
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c. Provide a brief description of current workload and management intent regarding
scope and schedule if selected. YCS anticipates the design work to begin quickly
and would require designer availability within a short period of time if awarding
this work.
3. Project Approach and Schedule: A summary description of how your firm proposes to approach
this project. Include a summary of proposed methodologies, techniques, and procedures for each
work item, the type of materials that may be used for the turf, the fill, and the track surface, the
proposed warranty period for materials and labor, and the proposed schedule for completing
all work items at all listed locations with separate estimated dates of substantial and final
completion at each of the 3 locations.
4. Project Team(s): Provide an organizational chart of the project team specifying the dedicated
project manager, key personnel, licensed contractors, licensed subcontractors and licensed
design professionals assigned to the design and construction teams and the availability of backup
personnel that will support this project. Include a brief summary identifying roles and
responsibilities and general qualifications (i.e., professional registrations, certifications and/or
licenses) of each team member (including subconsultants and subcontractors) in disciplines
appropriate to the project, as well as education, availability to work on this project, experience,
years of experience (with current firm and other firms). Do not list firm staff that will not work
directly with the project team.
5. Each design-build contracting firm, or joint venture / combination, shall submit in its response
to the RFQ an explanation of its project team selection, consistent with item 4 above, or the
following: An outline of the strategy the design-builder plans to use for open contractor and
subcontractor selection based upon the provisions of Article 8 of Chapter 143 of the General
Statutes.
6. The design-build firm shall certify that each licensed design professional who is a member of
the design-build team, including subconsultants, was selected based upon demonstrated
competence and qualifications in the manner provided by G.S. 143-64.31.
7. Insurance and Contract Statement: Provide a statement that the firm will provide insurance as
follows: The design-build firm shall obtain and maintain in effect during the term of this
Agreement, general liability and automobile liability insurance in which the Owner and the
design-build firm shall each be named as insured parties, which insurance shall protect the Owner
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and the design-build firm from claims in an amount not less than $1,000,000 for personal injury,
including death, to any one person and in an amount not less than $1,000,000 for any one
occurrence, and from claims for property damages in an amount of not less than $1,000,000 for
each occurrence arising from any act or omission of the design-build firm , its agents, employees
or subcontractors with a claims aggregate of not less than $2,000,000. The design-build firm shall
obtain and maintain in effect during the term of this Agreement, a policy of workers'
compensation liability insurance in which the policy shall protect the Owner and the design-build
firm from claims in an amount not less than the statutory amount. The design-build firm shall
promptly furnish to the Owner certificates of insurance evidencing such insurance coverage.
Insurance required hereunder shall be maintained by insurance companies properly licensed by
the Insurance Department of the State of North Carolina and rated A or better by Best Insurance
Guide.
8. Identification of Lawsuits and Administrative Claims/Fine: Design-build firms must identify all
lawsuits, administrative claims or fine proceedings the design-build firm (including design team)
has been a party to in the past five (5) years. Include any fines levied by any governmental unit
relating to the proposed work in this RFQ such as fines from the EEOC, Department of Labor or
other unit of government.
9. All bidders shall be required to provide Payment and Performance Bonds as required by North
Carolina law.
4. Evaluation Method
Evaluation Criteria
All Proposals will be evaluated based on the following criteria:
a. (50%): Firm (including design team) experience/reputation and capacity to meet project
constraints: The firm's experience in similar work and the record of successful results of
that work. Consideration will be given to the firm's ability to take on additional work,
demonstrate understanding of the YCS goals and purposes of this project, specific
management approach, approach to managing YCS's budget and time, and the firm's
ability to offer the breadth and quality of services required for this project at all listed
locations.
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b. (10%): Response to the project objectives outlined in the scope of work: The proposed
approach for performing the work for this project, including demonstrated understanding
of scope of work and deliverables.
c. (15%): Experience of the personnel assigned to this project team: Consideration will
include the Project Manager's individual qualifications, experience, and location, which
key personnel will be assigned to the project, and any subconsultant's individual
experience, qualifications and location. The Project Manager's past and/or current
experience working on similar projects will be given consideration.
d. (25%): Schedule: Consideration will be given to the firm's ability to meet schedules at all
listed locations and responsiveness to YCS staff. YCS anticipates the design work to begin
quickly and would require designer availability within a short period of time of awarding
this work.
5. Selection Procedures
YCS will review all RFQ submittals. A selection committee comprised of YCS staff will be convened
to review the qualifications packages. YCS reserves the right to reject any and/or all submittals.
Respondents that are deemed competitive by YCS may be asked to attend an interview and
should make themselves available for a presentation to the selection committee. Each firm will
be responsible for all costs (e.g. travel and presentation materials) related to the presentation.
The selected firm will be notified by YCS and will enter into contract negotiations for receiving
this work. If no agreement can be reached with the selected firm, YCS will negotiate with another
qualified firm(s).
6. Other Considerations
All qualifications packages and materials submitted hereunder become the exclusive property of
YCS. YCS reserves the right to reject any or all submittals. This RFQ is neither a contractual offer
nor a commitment to purchase services. YCS assumes no contractual obligation as a result of the
issuance of this request, the preparation or submission of a qualifications statement by a
Consultant, the evaluation of statements, or final selection. All submissions may be kept by YCS
and may be disclosed to third parties at YCS's discretion.
Complete Services/Products
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The design-build firm shall be required to (a) furnish all tools, equipment, supplies, supervision,
transportation, and other execution accessories, services, and facilities; (b) furnish all materials,
supplies, and equipment specified and required to be incorporated in and form a permanent part
of the completed work; (c) provide and perform all necessary labor; and (d) in accordance with
good technical practice, with due diligence, and in accordance with the requirements,
stipulations, provisions, and conditions of this document and the resultant contract, execute and
complete all specified work to the satisfaction of YCS.
Public Records and Submitted Documents from Consultant
Records received by YCS in response to this RFQ or a request for proposals are public records and
subject to public inspection and copying. Some proposal records are public as soon as received
by YCS, while others may become public at proposal opening or at design-build firm selection.
The Public Records law (N.C.G.S. 132-1 et seq.) authorizes YCS to withhold from public inspection
and copying legitimate and properly marked "trade secrets." If a record meets all the following
conditions:
1. It is a "trade secret" as defined in G.S. 66-152(3); and
2. It is the property of a private "person" as defined in G.S. 66-152(2); and
3. It is disclosed or furnished to YCS in connection with a bid or proposal; and
4. It is marked as "confidential" or as a "trade secret" at the time of its initial disclosure to
YCS, then YCS may withhold that trade secret from a public record inspection request.
5. If as part of the design-build firm's bid or proposal, the design-build firm submits to YCS
any record, or portion of a record, that the design-build firm considers to be a trade secret
meeting the definition contained in G.S. 66-152 (2), the design-build firm shall clearly mark the
particular record, or portion of the record, that meets the definition of trade secret as TRADE
SECRET or CONFIDENTIAL TRADE SECRET. In the event YCS receives a public records request for
records the design-build firm designates as 'trade secret' YCS will notify the design-build firm and
give the design-build firm the opportunity to, within one week of such notification, (1) confirm in
writing that the specific record, or portion of record, that the design-build firm designated as
TRADE SECRET meets the requirements of G.S 132-1.2 and G.S. 66-152, and the reasons
therefore, and (2) to indemnify YCS in the event a challenge is brought for the withholding of a
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record based on the design-build firm having designated it a trade secret. YCS will only withhold
the record if both conditions have been fulfilled to YCS's satisfaction.
Minimum Engineering Credentials
Licensure is required for professional Engineers, Architects, Landscape Architects, and other
professional services. The Architects and Engineers performing the work must be licensed
Architects or Professional Engineers in the State of North Carolina and must have good ethical
and professional standing. Any design-build firm proposing to use corporate subsidiaries or
subconsultants must include a statement that these companies shall be properly licensed in like
fashion. It will be the responsibility of the design-build firm to verify license(s) of any corporate
subsidiary or sub-consultant prior to contract negotiations.
Responsibility for Costs
The design-build firm shall be fully responsible for all costs incurred in the development and
submission of its proposal. Selected design-build firms may be asked to present in person to YCS.
All costs of such presentations shall be borne solely by the design-build firm .
Contract Documents
Design-Builder services shall be rendered pursuant to the terms of the Design-Build Institute of
America (DBIA) forms 525 and 535, except as otherwise varied and agreed to by the parties.
The design-build firm will be responsible for providing performance and payment bonds in
accordance with the provisions of Article 3 of Chapter 44A of the General Statutes as part of any
contractual agreement. Design-build firms shall have the ability to be bonded for the cost of the
Project. No bid bond is required. Performance and payment bonds are required.
Conflict of Interest Statement
By submission of a response, the design-build firm agrees that at the time of submittal, it: (1) has
no interest (including financial benefit, commission, finder's fee, or any other remuneration) and
shall not acquire any interest, either direct or indirect, that would conflict in any manner or
degree with the performance of design-build firm's services, and (2) will not benefit from an
award resulting in a "Conflict of Interest." A "Conflict of Interest" shall include holding or retaining
membership, or employment, on a board, elected office, department, division or bureau, or
committee sanctioned by and/or governed by YCS. Design-build firms shall identify any interests,
and the individuals involved, on separate paper with the response and shall understand that YCS,
in consultation with legal counsel, may reject their proposal.
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Changes in Personnel
Changes to personnel on project team(s), particularly a Project Manager, are to be avoided
wherever possible. If during the contract negotiation phase the design-build firm requests to
make a change to any personnel listed within the design-build firm's submitted proposal, the
request to YCS must be made in writing and detail the proposed replacement personnel,
resume(s) and reason(s) as to why the replacement is needed. YCS will consider the request and
may or may not accept the new personnel changes. If YCS denies the design-build firm's request
for a change in personnel, the design-build firm will be required to confirm in writing that the
personnel submitted within design-build firm 's original qualifications package will perform the
work, or YCS will no longer consider the design-build firm as the best qualified firm and may
enter into contract negotiations with the next most qualified design-build firm. The design-build
firm shall obtain written approval from YCS prior to changing key personnel after the contract
has been awarded.
Submission Deadline: July 29, 2026
Sealed proposals must be physically received by 3 pm.
Submit Bid To: Ms. Kimberly Bennett, School Finance Officer
Yancey County Schools
100 School Circle
Burnsville, N.C. 28714
Contact Steve Robinson, Director of Maintenance, with any questions: (828) 284-2356,
shrobinson@yanceync.net.
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