Request for Letters of Interest (RFLOI) for On-Call Services
| Location: | North Carolina |
|---|---|
| Posted: | Sep 1, 2026 |
| Due: | Sep 23, 2026 |
| Agency: | Clemmons village |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | RFLOI-2026-1 |
| Publication URL: | To access bid details, please log in. |
| Bid Number: |
RFLOI-2026-1
|
| Bid Title: |
Request for Letters of Interest (RFLOI) for On-Call Services
|
| Category: | On-Call Transportation Planning, Civil and Stormwater Engineering Services |
| Status: | Open |
|
Attachment Preview
VILLAGE Of CLEMMONS
North Carolina
REQUEST FOR LETTERS OF
INTEREST (RFLOI)
Project Title: On-Call Transportation, Civil & Stormwater Planning &
Engineering Services, and CEI services
Contract Type: CEI (On-Call)
Date: September 1, 2026
Due Date: September 23, 2026, at 12:00 PM ET
Direct all inquiries concerning this RFLOI to:
Amy Flyte, aflyte@clemmons.org
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1 INTRODUCTION
1.1 Purpose
Clemmons is seeking qualified firm(s) with which to contract for the following services:
On-Call Services related to traffic planning, civil and stormwater and engineering and CEI
services. Firms shall be licensed to perform consulting services in the State of North
Carolina. Interested firms must employ personnel who meet the qualifications and have
experience in traffic, civil and stormwater 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
Village’s website, www.clemmons.org
1.2 Background
The Village is issuing this Request for Letters of Interest (RFLOI) to select qualified
consultants to provide services related to the on-call Transportation Planning, Civil and
Stormwater Engineering Services.
1.3 Timeline
Provided below is a list of the anticipated schedule of events related to this solicitation. The
Village of Clemmons reserves the right to modify and/or adjust this schedule to meet the
needs of the project. All times shown are Eastern Time (ET):
RFLOI Process
Advertisement Date
Deadline for written questions
Village Response to Questions (anticipated)
Submittal Due Date and Time
Selection Announcement (tentative)
Contract Term Begins
Date and time
September 1, 2026
September 11
September 15
September 23 at 12:00 PM
November 23
January 1, 2027
1.4 Questions
Requests for clarification and questions to this RFLOI must be received by the Village not
later than the date shown above in Section 1.3, entitled “Timeline”, for the submittal of
written inquires. The Village will not entertain any further questions after the due date. All
questions related to this solicitation must be submitted in writing (via email) to the
following individual:
Contact Name
Amy Flyte
Email Address
aflyte@clemmons.org
Indicate On-Call Consultant – Questions in the subject of the email. Questions
submitted via telephone may not be answered.
The Firm’s failure to request clarification and submit questions by the date in the Timeline
above shall be considered to constitute the Firm’s acceptance of all Village’s terms and
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conditions and requirements. The Village shall issue addenda reflecting questions and
answers to this RFLOI, if any, which shall be posted to the Village’s website. No
information, instruction or advice provided orally or informally by any Village personnel,
whether made in response to a question or otherwise in connection with this RFLOI, shall
be considered authoritative or binding. Respondents shall be entitled to rely only on
written material contained in an Addendum to this RFLOI.
1.5 Submittal Requirements and Contact Information
Electronic and mailed responses will be accepted. 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.
Clemmons 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 RFLOI that cannot
be met must be indicated in the proposal. Proposers must respond to the entire Request
for Letters of Interest. Any incomplete proposal may be eliminated from competition at the
discretion of Clemmons.
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
Timeline.
1.6 Rights to Submitted Material
All proposals and supporting materials, as well as correspondence relating to this RFLOI,
shall become the property of the Village. 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 Village 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 Village may reveal any trade secret
materials contained in such response to all Village staff and Village 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 Village 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.
1.7 Communications
All communications of any nature regarding this RFLOI with any Village staff, elected
Village 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.
1.8 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 Village or
the State of North Carolina, or any elected official in connection with obtaining a contract
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as a result of this RFLOI.
1.9 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
1.10 Proposer Expenses
The Village of Clemmons 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 Village of Clemmons and/or its representatives. Further, the Village of Clemmons
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.
1.11 Proposer Acceptance
Submission of any proposal indicates a Proposer’s acceptance of the conditions
contained in this RFLOI unless clearly and specifically noted otherwise on Appendix V,
“Exceptions to RFLOI,” and submitted with proposal. The Village of Clemmons has the
sole discretion and reserves the right to cancel this RFLOI, and to reject any and all
proposals, to waive any and all informalities and/or irregularities, if it is deemed to be in
the Village’s best interests to do so. The Village of Clemmons 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 Village of
Clemmons’s best interest. Moreover, the Village of Clemmons reserves the right to make
no selection if proposals are deemed not in the best interest of the Village of Clemmons.
[REMAINDER OF PAGE INTENTIONALLY LEFT BLANK]
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2 QUALIFICATIONS PACKAGE
Responses must follow the format outlined below. The Village 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
Responses should be divided into separate sections, listed sequentially as follows:
Section 1: Cover 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 Village 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.
Section 2: Firm Background, Experience and Workload
Include background information on the Firm and provide detailed information regarding
the Firm’s experience with similar projects. Provide a list of all similar contracts performed
in the past five (5) years, accompanied by at least (2) two references, including contact
persons, firm, telephone number and email address.
Include 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. 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.
Section 3: Project Understanding, Approach and Schedule
Provide a comprehensive narrative, outline, and/or graph demonstrating the Firm's
understanding and approach to accomplishing the various types of On-Call projects
outlined in the Scope of Work section of this RFLOI. A description of various tasks,
deliverable and the typical schedule for accomplishing various types of projects shall be
included.
Section 4: Team Firm, Experience and Certifications/Qualifications
This section must include the proposed staffing, deployment and firm of personnel to be
assigned to the On-Call. The Proposer shall provide information as to the qualifications
and experience of all executive, managerial, legal, and professional personnel to be
assigned to this On-Call, including resumes citing experience with similar projects and
the responsibilities to be assigned to each person. An On-Call-specific firm chart which
clearly illustrates the roles, responsibilities, and the reporting relationships of each team
member should be included.
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. Hourly rates for all proposed On-Call personnel
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