Request for Qualifications for Engineering, Landscape Architecture, and Related Comprehensive Design and Construction Administration Services for Town of Severn Town Park

Request for Qualifications for Engineering, Landscape Architecture, and Related
Comprehensive Design and Construction Administration Services for Town of Severn
Town Park
Town of Severn, North Carolina
Due Date: June 8, 2026 Time: 5:00 pm
Receipt Location
Attn: Carol Ferguson, Town Clerk/Finance Officer
Email: severnnc@3rddoor.com
Mailing Address: PO Box 401, Severn, NC 27877
Physical Address: 314 Main Street, Severn, NC 27877
Phone: 252-585-0411
Purpose of RFQ
The Town of Severn, North Carolina ("Town") invites the submittal of responses to this
Request for Qualifications (RFQ) from firms qualified in the State of North Carolina to
perform engineering, landscape architecture, and related comprehensive design and
construction administration services. The project is to design various improvements to the
existing Town Park, which is located on approximately 5.28 acres, bound by Main Street and
Community Street in the Town of Severn, North Carolina. The Town of Severn has a
statement of settlement for the purchase of land adjacent to the existing Town Park,
currently owned by the Ruritan Club. In total, this property plus the existing Town Park will
house the upgraded Town Park.
All services performed pursuant to the award of a contract resulting from this Request for
Qualifications will be funded using Community Development Block Grant - Neighborhood
Revitalization funds, which have been awarded to The Town of Severn by the North Carolina
Department of Commerce, Rural and Economic Development Division under Title I of the
Housing and Community Development Act of 1974. As such, all awarded contracts will be
subject to any and/or all Federal Requirements as required and codified by United States
Code of Federal Regulations, noted in Section XI herein below.
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Scope of Work
The existing park consists of swings, a seesaw, a roundabout, and a basketball court. All
playground equipment should be upgraded and improved. The court should be resurfaced
or replaced entirely. A small shed on the property is used as a concession stand with two
restrooms. The Town intends to include improvements to the concession stand in the
upgrades, including providing ADA accessibility for the restrooms. Unmarked parking is
currently available on grass adjacent to the court. Parking spots should be designated,
including ADA accessibility.
Photographs of the existing facilities are attached. A survey was performed and is attached.
The selected firm will be contracted for design development, construction documents, and
contract administration phases. Within each phase, there will be subsequent tasks,
including but not limited to, permitting, bid assistance, construction observation, and
other usual and customary tasks required of a professional services firm to take a project
of this type from the conceptual planning phase through design to final completion and
close-out of the construction project.
In general, the Scope of Services may include, but not be limited to, the following:
* Prepare project plans and specifications in accordance with program requirements and
state regulations, including N.C.G.S. 133-1.1, and all other regulations pertaining to NC
public building projects in excess of $300,000.00.
* Assist The Town of Severn with CDBG Neighborhood Revitalization funding requirements,
including procurement regulations. Firm should have, and be able to demonstrate,
successful experience with NC Commerce or US Housing and Urban Development
projects and with projects funded in whole or in part by governmental grants, including
projects subject, in whole or in part, to 2 C.F.R. 200.0 et seq, "Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards";
* Surveying services, field staking (as applicable);
* Prepare the final design and construction bid package in conformance with applicable
regulations and requirements;
* Supervise the bid advertising, tabulation, and award process, including preparing the
advertisements for bid solicitations, conducting pre-bid meeting, conducting bid opening,
and issuing the notice to proceed.
* State and local permitting processes, including for HVAC, electrical, plumbing, and other
systems, as applicable;
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* Construction administration, including but not limited to:
o Project oversight and inspections, including on-site supervising construction
work, and preparing inspection reports.
o During construction contract administration, assist the Town in obtaining all
required and necessary information from the contractors and previously approved,
in writing, subcontractors.
o Conduct monthly progress meetings, and submit written monthly progress
reports, no later than the 5th business day of the following month, to the Town of
Severn and UCPCOG Grant Administrator being mindful that if the Reports are not
submitted, Construction payments may be frozen.
o Determinations of whether work is in accordance with applicable State and
applicable Federal Regulations, both the construction and funding contract
documents, plans, and specifications.
o Shop drawing review and interpretation of contract documents, plans, and
specifications.
o Process written contract change orders (not for changes substantially changing
scope of the project), as determined by the funding conditions.
o Review, process, and approve/disapprove contractor's applications for payment.
o Monitor contractor's compliance with Davis Bacon requirements, American Iron &
Steel requirements, Buy America, Build America, Federal & State Reports, and
Contractors
Eligibility Requirements, as applicable to this project.
* Project closeout, including but not limited to:
o Final inspections to ensure compliance with the applicable State and Federal
Regulations, funding and construction contracts, contract documents, plans, and
specifications.
o Written approval of final payment to contractor.
o Submit certified "as-built" drawings to Town of Severn.
o All other engineering/inspection services necessary for successful projects and
timely completion.
o Promptly assist, when requested, with the Funding Closeout Process.
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Submittal Requirements
Interested firms should submit the following items as an electronic PDF or in packet form
to the Town of Severn for consideration:
1. Firm Experience and Qualifications:
a. Describe the Firm's qualifications as they pertain to this project. Include a
description of the Firm including in-house capabilities and any outsourced
services anticipated. Information should include Firm history, names and
credentials of principal officers of the Firm, location of home and branch
offices, honors and awards (if any) and areas of specialization (if any).
2. Key Professionals:
a. Identify the key members of the team who will be directly involved in the
project and list their certifications and area of expertise and their roles.
Included relevant training, certifications, professional affiliations,
publications (if any) and awards (if any).
b. Identify the Project Manager who will be responsible for the execution of
work and ensure that adequate personnel and other resources are made
available for the project, and who is responsible for the quality and
timeliness of the Firm's performance. Include a brief resume indicating North
Carolina professional registration (if applicable), experience and
qualifications as it specifically pertains to this project.
3. Relevant Projects/References (List up to five (5) corresponding projects, currently in
progress or performed in the last five (5) years comparable to this RFQ as follows:
a. List only projects involving current staff, indicate which team members were
actually involved in the project and specify their role.
b. List a maximum of five (5) relevant projects.
c. Describe the services the Firm provided and the outcome of the project (on-
time, on-budget, number and nature of change orders issued).
d. Provide the client name for whom services were provided and the
appropriate individual who may be contacted as a representative of each
client (include phone number, email, and address).
4. Project Understanding and Approach:
a. Provide a description of your understanding of the scope of work and how
you will accomplish the project.
b. Provide a description of your technical approach to the work, including the
various technical disciplines required to complete the job.
c. Discuss anticipated challenges, if any.
5. Unit Pricing:
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a. Provide an hourly rate sheet for all team members.
Criteria for Evaluation/Awards
Proposals will be reviewed and evaluated, and a recommendation will be forwarded to the
Mayor and Town of Severn Board of Commissioners, subject to negotiation of fair and
reasonable compensation. Firms will be notified of the Town's selection. The following
factors will be used in evaluating Firm proposals and awarding of contract:
1. Work Plan/Technical Approach/Understanding of Program - Detail of proposal,
specific work products identified, understanding of state and federally funded
infrastructure grant programs. (20 points).
2. Experience of Firm - Past involvement of firm with state and federally funded
infrastructure programs, and other similar/allied programs. References for past
involvement and resumes of key staff/personnel (20 points).
3. Qualifications of Staff, professional and non-professional, assigned to Project/ Work
Management Plan/Experience of Proposed Personnel - Identification of staff
assignments, NC Licensure, roles and responsibilities. Identification of staff
experience with ARPA, CDBG Infrastructure and CDBG Catalyst, NC DENR, CWMTF,
Rural Center, and other similar infrastructure projects (20 points);
4. Understanding of Area - Responsiveness of firm to elements in RFQ, familiarity with
the project's geographic area, and familiarity with NC Building Code and
Northampton County Building Permit Requirements (20 points).
5. Proposal - While proposed cost will be an evaluation factor, the Town reserves the
right to negotiate price with successful proposer (15 points).
6. Small, female or minority-owned forms (5 points).
7. The cost of service will be considered but will not be a primary selection criterion.
8. Firm election and procurement shall be conducted in accordance with 2 CFR
200.320 Competitive Negotiation Process. Proposals will be solicited from all
qualified Firms wishing to be considered. All proposals received by the deadline and
prepared in accordance with the proposal instructions will be reviewed in
accordance with the previously listed criteria. The Town of Severn will select the
Firm best qualified to perform Engineering, Architectural and/or Consulting Services
for the funded CDBG-NR Grant program and negotiate appropriate compensation
for services desired, including a final lump sum price.
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Selection Process
Following review of the submittals received, the Town may select the firm it believes to be
best qualified for the proposed project. The Town reserves the right to interview a firm or
firms before making a final selection. If the Town desires to perform interviews, each firm
will receive notification of the date and time of the interview. The selected firm will
negotiate with the Town on fee and contract terms and conditions. If, in the sole opinion of
the Town, an agreement cannot be achieved with the first respondent of choice,
negotiations will proceed with the second or subsequent choice respondents until a
mutually agreed contract can be negotiated.
Timeline
The proposed key activities and milestone dates for this proposal, and the project, include:
* RFQ Announced and Distributed - May 8, 2026
* Deadline for Respondent Questions - May 21, 2026
* Proposal Submission Deadline - June 8, 2026
* Firm interviews and site visits, if needed - June 9 - 11, 2026
* Anticipated Contract Negotiation and Award - Prior to June 30, 2026
* Grant Deadlines:
o Date Funds Must be Obligated: September 28, 2026
o Date Funds Must be Expended and Activities Completed: December 28,
2026
o Date Closeout Documents Must be Submitted: March 28, 2027
General Conditions
1. All costs incurred by respondents in preparing or submitting a statement of
qualifications for the project shall be the respondents' sole responsibility.
2. All submissions, responses, inquiries, or correspondence relating to this RFQ
will become the property of The Town of Severn when received.
3. The Town of Severn reserves the right to: accept or reject any and all
submissions received in response to this Request for Qualifications; cancel the
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RFQ process at any time; request additional information or clarification of
information provided in a response without changing the terms of the Request
for Qualifications; elect not to proceed with any of the respondents; modify the
scope of the work; re-solicit RFQs; or choose not to award for any reason.
Confidentiality of Documents
North Carolina General Statute Chapter 132, Public Records, governs the accessibility of
records compiled by NC Governmental Entities. In general, all documents submitted in
response to this Request for Qualifications are subject to public disclosure unless
specifically exempted by North Carolina General Statute 132-1.2 and 66-152 which
provide definitions and protection of certain documents and information from public
disclosure that constitute a "trade secret," provided it meets the specific conditions as
outlined in 132-1.2(1)a-d.
The Town of Severn will attempt to withhold from public disclosure, or redact documents or
information, designated "confidential trade secret" that clearly meet the conditions of NC
G.S. 1321.2(1)a-d to the extent that it is entitled or required to do so by applicable law.
Regardless, The Town of Severn shall not be held responsible for any information that is
released nor shall The Town of Severn be held responsible for nor pay any penalty or
expense in relation to information so released. Any submission marked "confidential" or
"trade secret" in its entirety may be rejected at the sole discretion of The Town of Severn.
State and Federal Contracting Requirements
The following State and Federal Contracting Requirements may be incorporated into the
Service Contract between the Town and the selected Firm (the "Consultant"). Capitalized
terms not defined in this Attachment shall have the meanings assigned to such terms in
the Contract. All references to the "Contractor", "Consultant" or "Company" or "Vendor" or
"Provider" shall be deemed to mean the Consultant so named in the agreement. This
Contract will be funded in whole or in part with state and federal funding. As such, state
and federal laws, regulations, policies, and related administrative practices apply to this
Contract. The most recent of such state and federal requirements, including any
amendments made after the execution of this Contract shall govern the Contract, unless
the state and federal governments determine otherwise. This document identifies the state
and federal requirements that may be applicable to this contract. The Consultant is
responsible for complying with all applicable provisions, updates or modifications that
occur in the future relating to these clauses. The state requirements found at N.C. Gen.
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Stat. 143C-6-22 and 143C-6-23 and Title 9, Chapter 3, Subchapter 3M of the North
Carolina Administrative Code and the federal requirements contained in the most recent
version of the Uniform Administrative Requirements for federal awards (Uniform Rules, or
Guidance) codified at 2 CFR Part 200, including any certifications and contractual
provisions required by any federal statutes or regulation referenced therein to be included
in this contract are deemed incorporated into this contract by reference and shall be
incorporated into any sub-agreement or subcontract executed by the Consultant pursuant
to its obligations under this Contract to the extent required by law. The Consultant and its
sub-consultants, if any, hereby represent and covenant that they have complied with and
shall comply in the future with the applicable provisions of the original contract then in
effect and with all applicable federal, state, and local laws, regulations, executive orders,
and rules and local policies and procedures, as amended from time to time, relating to
Work to be performed under this contract.
Submittal Instructions
The Town will receive responses to this RFQ via PDF by email, or via paper by mail or hand-
delivery, until 5:00 pm on June 8, 2026. Responses should be labeled "Severn Town Park
Improvements". Responses must be directed to the following point of contact:
Attn: Carol Ferguson, Town Clerk/Finance Officer
Email: severnnc@3rddoor.com
Mailing Address: PO Box 401, Severn, NC 27877
Physical Address: 314 Main Street, Severn, NC 27877
Phone: 252-585-0411
All questions or requests for clarification should be directed in writing to the Town Clerk,
Carol Ferguson, via email (severnnc@3rddoor.com). Questions must be submitted by 5:00
pm on May 21, 2026. Responses to questions may result in the issuance of addenda to the
RFQ.
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Attachment A: Preliminary Scope of Work
The Preliminary Scope of Work for the project includes both indoor and outdoor spaces.
Photos are included immediately following this list.
Planning and Design Services
* Engineering, planning, design, surveying, bid preparation
* Construction administration
* Construction inspections
Park & Playground Upgrades
* Mark property boundary
* Subdivide 5.28-acre parcel for park / Ruritan club separation
* Remove existing fences
* Site grading to establish positive drainage in parking and perimeter of courts
* Mill and fill in place - exiting asphalt court, resurface, paint, stripe and prepare as
needed for use as basketball or pickle ball courts
* New basketball equipment, lighting, etc.
* New chain-link fencing for court separation and access
* Playground rough grading for each area
* Playground equipment (covers all play areas)
* Picnic shelter with restroom facilities
* Benches, picnic tables, trash receptacles
* Walking trail surfacing with 6" deep screenings and landscape fabric
* CABC surface in parking lot with wheel stops and compacted in place
* All ADA accessible
Building Interior
* Demo/Remodel (2) existing bathrooms
* Install new plumbing with extra stalls and utility sinks to accommodate area,
including ADA compliant features.
* New concrete slabs in bathrooms for sewer waste and additional vanities and
toilets run separately to public sewer. (Per code requirements).
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* New hardware (locks, doorknobs etc.)
* Electrical (New lighting, fire alarms, motion lights etc...) (Per code requirements).
* Industrial structure lighting and hardware for main area.
* Safety equipment on site (Per code requirements)
* Entire interior painted.
* All ADA accessible.
Building Exterior
* Install (1) Fire rated entry door on back of building.
* Install new, adequate insulation, as needed.
* Entire exterior painted.
* All ADA accessible.
All prices should include:
* Permits
* Dump fees
* Materials
* Labor
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