On-Call Traffic Engineering Services Request for Qualifications

REQUEST FOR QUALIFICATIONS
RFQ #354-TR26-17
Project Title: On-Call for Traffic Engineering Services
Issue Date: March 12, 2026
Due Date: April 9, 2026, at 2:00 PM ET
Issuing Department: Transportation
Direct all inquiries concerning this RFQ to:
Adam Pilarz, P.E., PTOE, PMP
Project Manager - Traffic
Email: adam.pilarz@carync.gov
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Table of Contents
1 INTRODUCTION ............................................................................................................................. 1
1.1 Purpose
1.2 Background
1.3 RFQ Tim .e...l.i.n...e............................................................................................................................................. 1
1.4 Pre-Submitta ...l. .C....o..n...f.e...r..e..n...c...e................................................................................................................... 1
1.5 Questions ........................................................................................................................................... 2
1.6 Submittal Requirements an ...d... .C...o...n...t.a...c..t.. .I.n...f.o...r..m....a..t..i.o..n................................................................... 2
1.7 Rights to S ..u...b...m....i.t.t.e...d... .M....a...t.e...r.i..a..l............................................................................................................. 2
1.8 Communications ................................................................ 2
1.9 Lobbying ............................................................................................................ 3
1.10 Gifts and Favors .................................................................................................................................... 3
1.11 Proposer ..E...x..p...e...n..s...e..s................................................................................................................................. 3
1.12 Proposer Accept a...n...c..e............................................................................................................................. 3
1.13 Negotiating with Off e..r..o...r.s...................................................................................................................... 4
1.14 Minimum Engineering ..C...r..e..d...e...n...t.i.a...l.s.................................................................................................. 4
1.15 Changes in Personnel ................................................................................................................... 4
................................................................................................ 4
2 QUALIFICATIONS PACKAGE .................................................................................................. 6
......................................................................................................................... 5
2.1 Request for Qualifications Required Document Format
2.2 Hourly Rates
2.3 Qualifications Package Documents .................................................... 6
............................................................................................................................................ 7
3 PROPOSAL EVALUATION ........................................................................................................ 8
.............................................................................................. 7
3.1 Evaluation Criteria
3.2 Final Selection
3.3 Notice to Proposer .s................................................................................................................................ 8
......................................................................................................................................... 9
4 SCOPE OF SERVICES .............................................................................................................. 10
.............................................................................................................................. 9
5 EXECUTION OF PROPOSAL .................................................................................................. 13
APPENDIX I ............................................................................................................................................. 14
APPENDIX II ............................................................................................................................................ 16
APPENDIX III .......................................................................................................................................... 17
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1 INTRODUCTION
1.1 Purpose
The Town of Cary is seeking one or more qualified firm(s) with which to contract for the
following services:
On-call traffic engineering services
A detailed scope of services is provided in Section 4 of this solicitation.
Information related to this solicitation, including any addenda, will be posted to the North
Carolina electronic Vendor Portal (eVP) at https://evp.nc.gov/solicitations/.
1.2 Background
Cary is seeking proposals from qualified consultants to provide On-Call Traffic
Engineering Services. Requests for Traffic Engineering Services are managed by Cary's
Transportation Department.
1.2.1 Term of Proposed Professional Service Agreement
It is the intent of Cary to select one or more consultants as a result of this RFQ that are
currently licensed to perform consulting engineering services in the State of North
Carolina. Interested firms must employ personnel who meet the qualifications and have
experience in professional traffic engineering services. If more than one firm is selected,
work will be rotated based on workload, ability to meet the project schedule and cost
comparison. If a particular task order has federal funding, work will be rotated based on
work load, ability to meet the project schedule and the consultant's being pre-qualified by
NCDOT for the relevant work codes on the task order.
The initial term of the Master Agreement will be two (2) years with an option to extend by
one (1) year upon mutual agreement of Cary and the Consultant.
1.2.2 Task Order Procedures
When the services of the consultant are required, Cary will provide a statement of services
and the goals to be accomplished (Task Order Request) for a specific project and the
time allotted for the completion of the specific scope of work. The Task Order will request
that the consultant submit pricing including itemized hours for labor categories and tasks
required to complete the task order scope of work. The consultant shall also include a
maximum total price offered to Cary's task order request. All other costs associated with
the task order shall be included in the price proposal.
The consultant shall include a written response addressing the requirements for the task
order request and assigned Project Manager and staff corresponding to the labor
categories in the price proposal. The task order shall include the description of the work
to be completed, schedule for completing the work, and the price to complete the work.
Once the task order is received, Cary will review, negotiate, and authorize the Consultant
to begin the requested work.

1.3 RFQ Timeline
Provided below is a list of the anticipated schedule of events related to this solicitation.
The Town of Cary reserves the right to modify and/or adjust this schedule to meet the
needs of the project. All times shown are Eastern Time (ET):
RFQ Process Date and time
RFQ Advertisement Date March 12, 2026
Deadline for written questions March 20, 2026
Town Response to Questions (anticipated) March 26, 2026
Submittal Due Date and Time Thursday, April 9, 2026 @ 2:00 PM
Evaluation Meeting (anticipated) May 5, 2026
Interviews (if required) May 18, 2026 (week of)
Selection Announcement (tentative) June 1, 2026
1.4 Pre-Submittal Conference
No preproposal conference is planned for this solicitation. Refer to Section 1.5 for all
questions and clarifications related to this RFQ.
1.5 Questions
Requests for clarification and questions to this RFQ must be received by the Town no
later than the date shown above in Section 1.3, entitled "RFQ Timeline", for the submittal
of written inquires. The Town will not entertain any further questions after the due date.
All questions related to this solicitation must be submitted in writing (via email) to Adam
Pilarz, P.E., PTOE, PMP via email at adam.pilarz@carync.gov.
Indicate "RFQ #354-TR26-17 - Questions" in the subject of the email. Questions
submitted via telephone will not be answered.
The Town shall issue addenda reflecting questions and answers to this RFQ, if any, which
shall be posted to the NC eVP website. No information, instruction or advice provided
orally or informally by any Town personnel, whether made in response to a question or
otherwise in connection with this RFQ, shall be considered authoritative or binding.
Respondents shall be entitled to rely only on written material contained in an Addendum
to this RFQ.
It is important that all Respondents submitting to this RFQ periodically check the
NC eVP website for any Addenda. It is the Respondent's responsibility to ensure
that all addenda have been reviewed and, if required, signed and returned.
1.6 Submittal Requirements and Contact Information
Electronic responses ONLY will be accepted through the NC eVP website. Interested
parties must be logged in to submit proposals electronically. Registration information is
available at NC Electronic Vendor Portal (eVP). Proposals must be clearly marked with
name of the submitting company, the RFQ number and RFQ title (Your Company Name
354-TR26-17 On-Call Traffic Engineering Services).
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Proposers must submit one (1) electronic version, submitted as a viewable and printable
Adobe Portable Document File (PDF), on or before the submittal due date and time
provided in Section 1.3. Submissions that do not comply with the stated submission
method will be deemed non-responsive.
Cary reserves the right to reject any or all proposals for any reason and to waive any
informality it deems in its best interest. Any requirements in the RFQ that cannot be met
must be indicated in the proposal. Proposers must respond to the entire Request for
Qualifications (RFQ). An incomplete proposal may be eliminated from consideration
at the discretion of Cary.
It is the responsibility of the Firm to ensure that their response arrives at the designated
location specified in this Section by the due date and time specified in Section 1.3 RFQ
Timeline.
1.7 Rights to Submitted Material
All proposals and supporting materials, as well as correspondence relating to this RFQ,
shall become the property of the Town. The content of all submittals will be held
confidential until the selection of the firm is made. Proposals will be reviewed by the
Evaluation Team, as well as other Town staff and members of the general public who
submit public record requests. Any proprietary data must be clearly marked. In submitting
a Proposal, each Prospective Proposer agrees that the Town may reveal any trade secret
materials contained in such response to all Town staff and Town officials involved in the
selection process and to any outside consultant or other third party who serves on the
Evaluation Team or who is hired by the Town to assist in the selection process. Proposals
marked entirely as "confidential", "proprietary", or "trade secret" will be considered non-
responsive and will be removed from the evaluation process.
1.8 Communications
All communications of any nature regarding this RFQ with any Town staff, elected Town
officials, evaluation committee members are strictly forbidden from the time the
solicitation is publicly posted until award. Questions must be submitted in writing to the
individual designated in Section 1.5 prior to the deadline provided in Section 1.3.
Violation of this provision may result in the Firm's proposal being removed from
consideration.
1.9 Lobbying
By responding to this solicitation, the Firm certifies that it has not and will not pay any
person or firm to influence or attempt to influence an officer or employee of the Town or
the State of North Carolina, or any elected official in connection with obtaining a contract
as a result of this RFQ.
1.10 Gifts and Favors
Contractor shall become aware of and comply with laws related to gifts and favors,
conflicts of interest and the like, including N.C.G.S. 14-234, N.C.G.S. 133-1, and
N.C.G.S. 133-32
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1.11 Proposer Expenses
The Town of Cary will not be responsible for any expenses incurred by any Firm in the
development of a response to this Request for Qualifications or any other activities
associated with this procurement including but not limited to any onsite (or otherwise)
interviews and/or presentations, and/or supplemental information provided, submitted, or
given to Town of Cary and/or its representatives. Further, the Town of Cary shall reserve
the right to cancel the work described herein prior to issuance and acceptance of any
contractual agreement/purchase order by the recommended Firm even if the awarding
authority for each entity has formally accepted a recommendation.
1.12 Proposer Acceptance
Submission of any proposal indicates a Proposer's acceptance of the conditions
contained in this RFQ. The Town of Cary has the sole discretion and reserves the right
to cancel this RFQ, and to reject any and all proposals, to waive any and all informalities
and/or irregularities, if it is deemed to be in the Town's best interests to do so. The Town
of Cary reserves the right to accept or reject any or all of the items in the proposal, and
to award the contract in whole or in part and/or negotiate any or all items with individual
Firms if it is deemed in the Town of Cary's best interest. Moreover, the Town of Cary
reserves the right to make no selection if proposals are deemed not in the best interest
of the Town of Cary.
1.13 Negotiating with Offerors
A Professional Services Agreement will be negotiated with the selected Consultant based
on the proposed scope of work, deliverables, project schedule, fee schedule, and project
team as outlined in their proposal, as prepared in response to a Task Order Request.
Appendix III contains the Cary's standard "Draft" Agreement for Professional Services
that will serve as a basis for any contract with the selected Consultant.
Cary reserves the right to award a contract, based on initial offers received from
Consultants, without discussion and without conducting further negotiations. Cary may
also, at its sole discretion, have discussions with Consultants and may enter into
negotiations separately with such Consultants. Cary shall not be deemed to have finally
selected a Consultant until a contract has been successfully negotiated and signed by all
parties.
1.14 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 consultant 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 prime consultant to
verify license(s) of any corporate subsidiary or sub-consultant prior to contract
negotiations.
Local firms qualified to do the work as outlined in the selection process will be given
preferential consideration. A local firm is a firm that maintains an office in the
Cary/Triangle area staffed with an adequate number of employees capable of performing
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a majority of the work required. In the absence of qualified local firms, firms located within
North Carolina will be considered.
1.15 Changes in Personnel
Changes to personnel on project team(s), particularly a Project Manager, are to be
avoided whenever possible. If, during the contract negotiation phase, the Consultant
requests to make a change to any personnel listed within the Consultant's submitted
Proposal, the request to Cary must be made in writing and detail the proposed
replacement personnel, resume(s) and reason(s) as to why the replacement is needed.
Cary will consider the request and may or may not accept the new personnel changes. If
Cary denies the Consultant's request for a change in personnel, the Consultant will be
required to confirm in writing that the personnel submitted within Consultant's original
Proposal will perform the work, or Cary will no longer consider the Consultant as the best
qualified firm and may enter into contract negotiations with the next most qualified
Consultant.
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2 QUALIFICATIONS PACKAGE
Responses must follow the format outlined below. The Town may reject as non-
responsive at its sole discretion any submittal that does not provide complete and/or
adequate responses or departs in any substantial way from the required format.
2.1 Request for Qualifications Required Document Format
The qualifications proposal should be limited to 20 pages [PDF] in length. Appendices
and forms included with this solicitation are the only items not to be counted towards page
total. Proposals shall be presented in a well-organized and concise manner.
The following items must be addressed in the qualifications package:
2.1.1 Introductory Letter
Provide an introduction letter summarizing the unique qualifications of your Firm to meet
the needs of this project. This letter should be presented on the Firm's official letterhead
and signed by an authorized representative who has the authority to enter into a contract
with the Cary on behalf of the Firm. Include the name, title, address, telephone and email
address of the individual who serves as the point of contact for this solicitation. The
introductory letter shall acknowledge any and all Addenda to this RFQ.
2.1.2 Qualifications and Experience
Include background information on the Firm and provide detailed information regarding
the Firm's experience with similar projects. Provide brief examples (no more than 5) of
similar projects or work, within the last seven (7) years, related to the technical aspects
and processes described in the Scope of Work, with particular emphasis on projects
located within Cary. Provide at least three (3) references related to the similar projects,
including contact persons, firm, telephone number and email address.
Include the total amount invoiced for each listed project, the length of the project, and list
of personnel involved in the project who are also proposed for the subject project named
in this solicitation. Failure to provide a list of similar contracts in the specified period may
result in the rejection of the Firm's proposal. The evaluation team reserves the right to
contact any or all listed references, and to contact other public entities regarding past
performance on similar projects.
2.1.3 Project Understanding, Approach and Schedule
Provide a comprehensive narrative, outline, and/or graph demonstrating the Firm's
understanding and approach to accomplishing the tasks outlined in the Scope of Work
section of this RFQ. Indicate any work or resources that are to be subcontracted or
assumed to be provided by Cary. Include your firm's approach to quality assurance and
quality control, share any unique perspectives or innovative methods your firm has
implemented in traffic engineering, and provide an explanation of how your firm
determines project schedules for on-call task orders, including what methods your firm
uses to ensure schedules are met.
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2.1.4 Team Firm, Experience and Certifications/Qualifications
Include the proposed staffing, deployment and firm of personnel to be assigned to this
project (including sub-consultants). The Proposer shall provide information as to the
qualifications and experience of all executive, managerial, legal, and professional
personnel to be assigned to this project, including experience with similar projects and
the responsibilities to be assigned to each person. A project-specific firm chart which
identified the dedicated Project Manager and clearly illustrates the roles, responsibilities,
and the reporting relationships of each team member should be included. If more than
one Project Manager and/or team is desired, please include this information, explain why
this is necessary and describe how it is anticipated to function.
2.2 Hourly Rates
This solicitation is being issued in accordance with NCGS 143-64.31, otherwise known
as the Mini-Brooks Act, and therefore price cannot and will not be a determining factor in
the selection of the successful contractor. One copy of the hourly rates for all proposed
project personnel should be uploaded as a separate file using the same naming format
described in Section 1.6. (Your Company Name 354-TR26-17 Hourly Rates)
2.3 Qualifications Package Documents
This RFQ is comprised of the base RFQ document, any attachments, and any addenda
released before Contract award. All attachments and addenda released for this RFQ in
advance of any Contract award are incorporated herein by reference.
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3 PROPOSAL EVALUATION
3.1 Evaluation Criteria
This is not a bid. There will not be a public opening. Proposals will be evaluated based
solely on the following criteria:
(a) x (b)
(a) (b)
Criteria Weighted
Weight Score (0-3)
Score
Firm experience and reputation 3
Project understanding and approach 4
Past performance with Cary 3
Project team experience 5
Workload and schedule 3
Final Score
Score Points
0- Missing or Does Not Meet Expectation 2- Meets Expectation
1- Partially Meets Expectation 3- Exceeds Expectation
3.1.1 Description of Evaluation Criteria
Firm experience and reputation: The firm's experience in similar work and the record of
successful results of that work. Consideration will be given to the firm's demonstration of
an understanding of Cary's goals and purposes for the Scope of Work, specific
management approach, approach to managing Cary's budget and time, and ability to offer
the breadth and quality of services required for this Project.
Project understanding and approach: The proposed approach for performing the Scope
of Work, including demonstrated understanding of the Scope of Work, including project
deliverables. Ideas that are innovative, cost effective, or demonstrate overall
improvements that are feasible for the Scope of Work will be viewed favorably.
Past performance with Cary: Past performance on Cary projects will be evaluated, with
particular emphasis on whether the project was completed successfully in accordance
with the agreed fee, deliverables, schedule, and responsiveness to Cary staff. A
demonstrated understanding of Cary project processes, working with third-party entities
and outside agencies that are required for performance of the Scope of Work will be given
consideration.
Project team experience: A firm provides the resources, but the individuals assigned to
a project are how the job gets done. Cary will give considerable weight to the individual
qualifications of the project team members who will be assigned to do a majority of the
work required by the Scope of Work. Consideration will include the Project Manager's
individual qualifications, experience, and location, which key personnel will be assigned
to the Project, and any sub-consultant's individual experience, qualifications and location.