Request for Qualifications: ?26-2313 Building Commissioning Agent Addendum 1

TOWN OF HOLLY SPRINGS, NC
REQUEST FOR QUALIFICATIONS
RFQ 26-2313 Buildings Commissioning
For Eagles Landing Park Project
Issue Date: February 17, 2026
Due Date : March 23, 2026 at 2:00 PM
____________________________________________________________________________________
I. PURPOSE
The Town of Holly Springs is seeking Statements of Qualifications (SOQs) from
experienced, registered engineering firms in the State of North Carolina to
provide Building Commissioning Agent services for a Town project currently under
construction. The selected firm will deliver comprehensive commissioning services
throughout the construction, occupancy, and operational phases of the facility.
The Town's goal is to deliver a high-performance building that meets operational,
environmental, and occupant-comfort objectives while minimizing long-term
maintenance needs. All building systems must be installed, tested, and verified to
operate in accordance with the design intent, project specifications, and the
Town's performance requirements, supporting both efficient day-to-day
operations and future adaptability.
II. PROJECT DESCRIPTION
This project will transform the site into a vibrant community destination that
supports recreation and wellness for residents of all ages. Improvements include
the construction of a new recreation center (101,429 sq ft), two picnic shelters
(4,203 sq ft & 1,500 sq ft), a restroom building (7.719 sq ft), interior renovations to
an existing facility-Maintenance building (4,556 sq ft), and various park
amenities.
Attachments:
1. Recreation Center Vol. 1 Drawings
2. Recreation Center Vol. 2 Drawings
3. Picnic Shelter Drawings
4. Restroom Building Drawings
5. Maintenance Building Drawings
III. SCOPE OF WORK
The Town is seeking the professional services of a Commissioning Agent (CxA) to
join the project team during the construction phase and to provide
commissioning services through project acceptance and into early operations.
The CxA will be responsible for reviewing contractor submittals for all major
systems-including HVAC, lighting, plumbing, fire alarm, building automation, its
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components and equipment, evaluating systems identified for commissioning,
and reviewing contractor pre-functional and start-up checklists. The CxA will
develop and administer the project's functional testing procedures, validate the
testing, adjusting, and balancing (TAB) efforts, and lead the functional
acceptance testing of all commissioned systems. Responsibilities also include
reviewing and approving training agendas, operations and maintenance
(O&M) manuals, and as-built documentation. All functional testing must be
satisfactorily completed prior to final acceptance of the commissioning report.
Post-occupancy services will include opposite-season testing, coordination of a
10-month warranty review, and participation with the Town in collecting building
data to support a 12-month measurement and verification effort for energy
performance. The CxA will deliver a complete commissioning systems manual to
the Town at the conclusion of services.
The CxA to deliver following additional details.
a) Prepare and maintain a current facilities requirements and operations and
maintenance plan that contains the information necessary to operate the
building efficiently. The plan must include the following:
* a sequence of operations for the building;
* the building occupancy schedule;
* equipment run-time schedules;
* setpoints for all HVAC equipment;
* set lighting levels throughout the building;
* minimum outside air requirements;
* any changes in schedules or setpoints for different seasons, days of the week,
and times of day;
* a systems narrative describing the mechanical and electrical systems and
equipment;
* a preventive maintenance plan for building equipment described in the
systems narrative; and
* a commissioning program that includes periodic commissioning
requirements, ongoing commissioning tasks, and continuous tasks for critical
facilities.
b) Complete the following commissioning process (Cx) activities for
mechanical, electrical, plumbing, and renewable energy systems and
assemblies in accordance with ASHRAE Guideline 0-2013 and ASHRAE
Guideline 1.1-2007 for HVAC&R systems, as they relate to energy, water,
indoor environmental quality, and durability. The commissioning authority
must do the following:
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* Review contractor submittals.
* Verify inclusion of systems manual requirements in construction documents.
* Verify inclusion of operator and occupant training requirements in
construction documents.
* Verify systems manual updates and delivery.
* Verify operator and occupant training delivery and effectiveness.
* Verify seasonal testing.
* Review building operations 10 months after substantial completion.
* Develop an on-going commissioning plan.
c) Develop monitoring-based procedures and identify points to be measured
and evaluated to assess performance of energy- and water-consuming
systems. Include the procedures and measurement points in the
commissioning plan. Address the following:
* roles and responsibilities;
* measurement requirements (meters, points, metering systems, data access);
* the points to be tracked, with frequency and duration for trend monitoring;
* the limits of acceptable values for tracked points and metered values (where
appropriate, predictive algorithms may be used to compare ideal values
with actual values);
* the elements used to evaluate performance, including conflict between
systems, out-of-sequence operation of systems components, and energy and
water usage profiles;
* an action plan for identifying and correcting operational errors and
deficiencies;
* training to prevent errors;
* planning for repairs needed to maintain performance; and
* the frequency of analyses in the first year of occupancy (at least quarterly).
IV. PROCUREMENT SCHEDULE
The following table shows the schedule of events for the conduct of this
solicitation. Details for some of the events are described in subsequent sections.
All dates are subject to change.
DATE / TIME EVENT
02-17-2026 Issuance of Solicitation
02-27-2026 at 12:00 noon Deadline to Submit Questions
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By 03-09-2026 Town to Post Answers to Questions (if any)
03-23-2026 by 2:00 p.m. Statement of Qualifications Submission Deadline
Evaluation begins with contract negotiations to
04-13-2026
follow
V. STATEMENT OF QUALIFICATIONS SUBMISSION INSTRUCTIONS
Format
Responses shall be submitted in a single, digital PDF file and contain the content
described below. The file should be a maximum of 20 pages in length, not
including the cover letter or authorized appendices detailed in the content
section. Please use size 11 point or larger font for readability.
Content
Responses must satisfy the criteria outlined below to be responsive to this
solicitation. Any modifications or enhancements proposed beyond the identified
scope of work outlined in this document must be clearly identified.
1. Cover Letter [no more than one (1) page]
Cover letters must include the following, at minimum:
* The legal name, address, and telephone number of the firm;
* The designated contact's name, title, email address, and telephone
number;
* Introduce the firm and include type of projects completed. A brief
description of your interest in this project and the unique
advantages your firm/team bring to this project;
* A statement attesting to the submittal's accuracy;
* The signature of the individual(s) authorized to execute binding legal
documents for the firm.
2. Firm(s) Information and Qualifications
Describe your firm and how it's organized including but not limited to the
following:
* The business entity type;
* All locations the work will be executed and managed; include the
percentage of work expected at each location (if applicable);
* The overall size/number of employees;
* The number of registered architects, engineers, and other
technical/relevant staff;
* The year the business was established and the number of years in
business for each company/firm;
* The names and title of each person authorized to enter into a
contract with the Town;
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* Services provided/areas of expertise;
* Summary of relevant certifications;
* Describe any litigation or arbitration (closed in the last 5 years, active,
and/or pending) in which your firm has been involved and the
outcome;
3. Qualifications and Experience of Relevant Personnel and Consultants
Identify all relevant personnel, subconsultants/subcontractors, and key
stakeholders that will be assigned to the scope of work. Describe their
qualifications and experience including but not limited to the following:
* Roles and expected responsibilities
* An overview of the project team's current capacity and how this
project will fit into their workload.
* An organization chart of all key team members who will be directly
involved in this project. ** Organizational charts should be included in
the appendices and will not be counted against the page limitations.
* Resumes for each member of the project team that includes an
overview of their qualifications, experience, specific professional
licenses, certifications, and education as it relates to the scope of work,
include a summary of experience with an emphasis on experience with
similar projects in a similar role ** Resumes should be included in the
appendices and will not be counted against the page limitations;
* State any history or present condition that would put the firm/any
member of the project team in a conflict of interest;
* Include three project description, owner, size, systems commissioned
and year completed within the past two years of similar scope and
magnitude, by the proposed project team or key/lead project team
members expected to be assigned to the scope of work. Include
contact information for any references listed as part of these profiles.
**Project profiles/summaries should be included in the appendices and
will not be counted against the page limitations;
4. Project Approach and Schedule
Provide a detailed description of the proposed approach to the listed
projects and a general description of the proposed approach to future on-
call work as described in Section II: Scope of Work. Items to be covered
should include, but are not limited to:
* A detailed description of the firm's commissioning process and
alignment with ASHRAE Guideline 0 and 1.1;
* A approach to construction-phase, and occupancy-phase
commissioning;
* A methods for functional testing , issue tracking and verification;
* A communications plan that involves stakeholder engagement and
regular updates;
* A approach to coordinating with the design team, contractor, and
owner.
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* An internal QA/AC procedure:
* Information on tools/software used for tracking issues, testing, and
reporting.
* Confirmation of capacity to meet project schedule;
5. References
Provide at least three owner references for previously completed
commissioning projects of similar scope and magnitude (preferably for a
municipality). Include name, title, organization, phone number, and email.
**Will not be counted against the page limitations.
Appendices
Appendices to include the following. (pages will not be counted in the response
page limitation):
* Copy of engineering firm license to practice in North Carolina
* Resumes of key individuals, including licensure information if applicable
* Three (3) References to Previous Work (similar to this proposed work)
along with key contacts. If possible, hyperlinks can be added for past
projects.
* An organization chart of all key team members who will be directly
involved in this project;
* Three brief project profiles/summaries with reference information;
* Certificate of Insurance evidence that all coverages, limits, and
endorsements required herein are maintained and in effect:
o Professional Liability Insurance greater $5M per occurrence,
and per aggregate. OR an umbrella policy of $5M plus
general commercial liability of $2M aggregate/$1M per
occurrence
o Commercial General Liability
o Automobile Liability
o Worker's Compensation within statutory limits
o Employers Liability
* (Optional) Standard contract language or general conditions that the
firm seeks to incorporate.
Submittal Instructions
Respondents should submit one (1) navigable PDF file electronically via email to
the contact listed below by the response due date. Please reference the
solicitation name and number in the email's subject line. Upon receipt, all
responses and supporting materials become the property of the Town and are
subject to public record following contract award. Responses received after this
deadline will not be considered.
To: Purchasing Division, purchasing@hollyspringsnc.gov
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Subject: RFQ 26-2313 Building Commissioning
Questions Contact Information
Respondents may submit all questions, in writing, to the contacts listed below by
the deadline provided in the procurement schedule. When submitting questions,
please reference the solicitation name and number, as well as the page and
section, if applicable.
Bhavi Joshi, Project Manager
Bhavi.Joshi@hollyspringsnc.gov
Questions submitted after the deadline do not require a response, though the
Town will make reasonable efforts to provide clarification before the response
deadline, if possible. Apart from question submissions, respondents should refrain
from contacting Town staff prior to the response deadline.
Addenda
Responses to question submissions and addenda (if applicable) will be posted on
the Town of Holly Springs website at the following hyperlink:
https://www.hollyspringsnc.gov/2456/Bids-Requests-for-Proposals
It is suggested that you sign up for email updates at the bottom of this page to
ensure you receive all relevant information, as it is posted. It is the respondent's
responsibility to ensure they have received, reviewed, and understand all posted
addenda.
VI. EVALUATION CRITERIA
Responses will be reviewed by a Selection Committee designated by the Town
and per the evaluation criteria defined below
* Firm's Qualifications and Relative Experience (30%)
Demonstrated ability, experience, and resources to deliver a
successful project.
* Project Team's Qualifications and Experience (30%)
Demonstrated relative experience with municipal projects of similar
scale and scope and regional/local work experience/familiarity.
Qualifications of the personnel assigned to this project that
demonstrates their ability to deliver a quality project.
* Overall Project Understanding and Approach (30%)
The overall quality of the proposal, demonstrated understanding
of the scope of work, and the project approach demonstrates
the ability and commitment to ensuring successful project
delivery
* References and Example Assessment (10%)
References to previous similar work and the quality of the example
assessment.
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VII. SELECTION
Firms will be selected on the basis of demonstrated competence and
qualification for the services required and in accordance with Chapter 143,
Article 3D of the North Carolina General Statutes. The Town encourages minority
firm participation. A resident firm, defined as a firm that has paid
unemployment taxes or income taxes and whose principal place of business is
located in the state of North Carolina, shall be granted a preference over a
nonresident firm. No project-specific work product, design, or costs/fees, with
the exception of unit price information, will be considered as part of the
selection process.
VIII. CONTRACT AWARD
Upon completion of response evaluations, if the Town has determined a
suitable candidate, a contract will then be negotiated, for a fair and
reasonable fee, with the most qualified firm. If a contract cannot be negotiated
with the most qualified firm, negotiations with that firm shall be terminated and
initiated with the next best qualified firm. All respondents will be notified of the
contract award decision via email.
The awarded firm is expected to begin work upon receipt of the notice to
proceed shortly after.
IX. TOWN'S RIGHTS AND OPTIONS
The Town reserves the right, at the Town's sole discretion, to take any action
affecting this solicitation, this solicitation process, or the services or facilities
subject to this solicitation, that would be in the best interests of the Town,
including:
* To supplement, amend, substitute, or otherwise modify this
solicitation, including the schedule, or to cancel this solicitation,
at any time;
* To require any respondent to supplement or clarify its submission
or provide additional information relating to its response;
* To investigate the qualifications, experience, capabilities, and
financial standing of each respondent submitting a response;
* To waive any defect or irregularity in any response received;
* To reject any or all responses;
* To share the responses with Town employees, as deemed
necessary by the Town;
* To award all, none, or any part of the services and enter into
contracts with one or more of the respondents deemed by the
Town to be in the best interest of the Town, which may be done
with or without re-solicitation;
* To discuss and negotiate with any respondents their response
terms and conditions, including but not limited to financial terms;
and
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* To terminate discussions and negotiations with any respondent at
any time and for any reason.
Accuracy of Solicitation and Related Documents
Each respondent must independently evaluate all information provided by the
Town. The Town makes no representations or warranties regarding any information
presented in, or otherwise made available during this procurement process, and
assumes no responsibility for conclusions or interpretations derived from such
information. Additionally, the Town will not be bound by or responsible for any
explanations or conclusions regarding this or any related documents other than
those provided by an addendum issued by the Town. Respondents may not rely on
any oral statement by the Town or its agents, advisors, or consultants.
If a respondent identifies potential errors or omissions in this or any other related
documents, the respondent should immediately notify the Purchasing Manager of
such potential discrepancy, in writing. The Town may issue a written addendum if it
determines correction is necessary.
Expense of Solicitation Process
The Town accepts no liability and respondents will have no actionable claims for
reimbursement of any costs or expenses incurred while participating in this
solicitation process. This includes expenses and costs related to response submission,
submission of written questions, interview attendance, contract negotiations, or
activities required for contract execution.
X. DISCLOSURES
Confidentiality
Responses to the solicitation will become public records and, therefore, will be
subject to public disclosure. However, North Carolina General Statutes Section
132-1.2 provides a method for protecting some documents from public
disclosure. If the respondent follows the procedures prescribed by those statutes
and designates a document confidential or trade secret, the Town will withhold
the document from public disclosure to the extent that is entitled or required to
do so by applicable law.
Equal Employment Opportunity
The Town of Holly Springs does not discriminate in administering any of its
programs and activities. The selected respondent will be required to ensure that
no person shall be denied employment, fair treatment or be discriminated
against on the basis of race, sex, religion, age, national origin, or handicap.
Minority/Women/Small Business Enterprise
It shall be the practice of the Town of Holly Springs to provide minority-owned,
women-owned, and small business enterprises (collectively "M/W/SBE") as well as
other responsible vendors with fair and reasonable opportunity to participate in
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the Town's business opportunities including but not limited to employment,
construction development projects, and material/services consistent with the
laws of the State of North Carolina. The policy of the Town prohibits discrimination
against any person or business in pursuit of these opportunities on the basis of
race, color, national origin, religion, sex, age, disability, or veteran status. It is
further the policy of the Town to conduct its contracting and procurement
programs so as to prevent such discrimination and to resolve all claims of such
discrimination.
Contracting
Any contract developed for work shall be construed and enforced in
accordance with the laws of the state of North Carolina. Any controversy or
claim arising because of contracting shall be settled by an action initiated in the
appropriate division of the General Court of Justice in Wake County, North
Carolina.
Conditions and Limitations
The Town reserves the right to reject any or all responses to the solicitation, to
advertise for new responses, or to accept any response deemed to be in the best
interest of the Town. A response to this solicitation should not be construed as a
contract nor an indication of a commitment of any kind on the part of the Town
nor does it commit either to pay for costs incurred in the submission of a response
to this request or for any cost incurred prior to the execution of a final contract.
The Town will reserve the right to dismiss any part or all of the contracted team
when, in the Town's opinion, the project is not moving as scheduled or is hindered
in any way by the actions or personalities of team members.
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