COMPREHENSIVE FACILITY CONDITION ASSESSMENT AND IMPROVEMENT PLAN

Internal Services
Comprehensive Facility Condition Assessment and Improvement Plan
Date of Issue: July 13, 2026
Questions Due Date: 5:00pm, July 27, 2026
Qualification Package Due Date: 5:00pm, August 10, 2026
Direct all inquiries concerning this RFQ to:
Jeremy Stefanko
Internal Services Director
Email: jstefanko@cumberlandcountync.gov
Phone: 910-321-6935
Qualification Packages shall be submitted in accordance with the terms and conditions of this RFQ and any
addenda issued hereto.

Table of Contents
1.0 PURPOSE AND BACKGROUND .......................................................................................................... 3
2.0 REQUEST FOR QUALIFICATION INSTRUCTIONS AND REQUIREMENTS ............................ 3
2.1 RFQ DOCUMENT ......................................................................................................................................... 3
2.2 RFQ RESPONSE REQUIREMENTS ................................................................................................... 3
2.3 RFQ QUESTIONS ........................................................................................................................................ 4
2.4 RFQ TERMS & CONDITIONS .................................................................................................................... 4
3.0 NOTICES TO VENDOR .......................................................................................................................... 5
3.1 PROHIBITED COMMUNICATIONS AND CONFIDENTIALITY ................................................. 5
3.2 QUALIFICATION PACKAGE COMPLIANCE ................................................................................. 5
3.3 RFQ EVALUATION PROCESS ........................................................................................................... 6
3.4 EVALUATION CRITERIA ................................................................................................................... 6
3.5 METHOD OF AWARD .......................................................................................................................... 6
4.0 SCOPE OF WORK & VENDOR'S QUALIFICATION PACKGE CONTENT REQUIREMENTS7
4.1 SCOPE OF WORK ................................................................................................................................. 7
A. OBJECTIVES .................................................................................................................................................. 7
B. TASKS .............................................................................................................................................................. 7
Capacity, Utilization, and Strategic Planning ................................................................................................... 7
Compliance, Regulatory Requirements, and Parking ..................................................................................... 7
Technology and Data Management ................................................................................................................... 8
4.2 QUALIFICATION PACKAGE REQUIREMENTS ............................................................................ 8
A. PROJECT ORGANIZATION ........................................................................................................................ 8
B. TECHNICAL APPROACH ............................................................................................................................ 8
C. QUALIFICATIONS AND EXPERIENCE.................................................................................................... 8
D. REFERENCES ................................................................................................................................................. 9
5.0 CONTRACT TERMS AND CONDITIONS........................................................................................... 9
5.1 IRAN DIVESTMENT ACT .................................................................................................................... 9
5.2 E-VERIFY ................................................................................................................................................ 9
5.3 DIVESTMENT FROM COMPANIES THAT BOYCOTT ISRAEL ................................................. 9
5.4 CONTRACT CHANGES ........................................................................................................................ 9
5.5 CONTRACT TERM................................................................................................................................ 9
5.7 INVOICES .............................................................................................................................................. 10
5.8 PAYMENT TERMS .............................................................................................................................. 10
5.9 APPROPRIATION OF FUNDS ........................................................................................................... 10
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RFQ Number: Comprehensive Facility Condition Assessment and Improvement Plan
5.10 FINANCIAL STABILITY .................................................................................................................... 10
5.11 INSURANCE: ........................................................................................................................................ 10
5.12 GENERAL INDEMNITY ..................................................................................................................... 10
5.13 ENTIRE CONTRACT .......................................................................................................................... 11
5.14 CONTRACT CANCELLATION ......................................................................................................... 11
5.15 LAWS AND ORDINANCES ................................................................................................................ 11
5.16 COMPLIANCE WITH LAWS ............................................................................................................. 11
5.17 CONTRACTOR REPRESENTATIONS ............................................................................................ 11
ATTACHMENT A: INSTRUCTIONS TO VENDORS .................................................................................. 13
ATTACHMENT B: EXECUTION OF QUALIFICATION PACKAGE ..................................................... 15
ATTACHMENT C: CERTIFICATION OF FINANCIAL CONDITION...................................................... 16
ATTACHMENT D: LIST OF COUNTY FACILITIES ................................................................................... 17
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RFQ Number: Comprehensive Facility Condition Assessment and Improvement Plan
1.0 PURPOSE AND BACKGROUND
Cumberland County (the "County") is soliciting statements of qualifications from experienced and qualified
vendors to inspect, evaluate, collect and report on the overall condition of County facilities - to include interior,
mechanical, electrical, roofing, envelope and structure of buildings, and ADA accommodations. The Facility
Condition Assessment (FCA) will include 40 County facilities, which vary in age, size, and use.
The purpose of this RFQ is to engage a professional firm capable of evaluating the physical condition of county
facilities by identifying deficiencies, estimating relative condition ratings, and providing a prioritized,
weighted list of facilities and issues to inform capital planning, budgeting, and long-term asset management.
The objective is to address immediate infrastructure needs and long-term capital planning through a data-
driven, sustainable, and manageable approach.
The successful vendor will collaborate with the Internal Services Department, County Management, and other
stakeholders, to review the findings and recommendations and provide prioritized recommendations. The
selected vendor may be required to participate in presentations to leadership and staff. The successful firm will
not only demonstrate expertise in in the facility assessment, but also in analyzing and communicating the
facility assessment results to various stakeholders.
2.0 REQUEST FOR QUALIFICATION INSTRUCTIONS AND REQUIREMENTS
2.1 RFQ DOCUMENT
The 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. By submitting a qualification package, the vendor agrees to meet all stated requirements
in this section as well as any other specifications, requirements and terms and conditions stated in this RFQ. If
a vendor is unclear about a requirement or specification or believes a change to a requirement would allow for
the County to receive a better response, the vendor is urged and cautioned to submit these items in the form of
a question during the question-and-answer period in accordance with Section 2.3.
Vendors shall populate all attachments of this RFQ that require the vendor to provide information and include
an authorized signature where requested. Failure to include required documents and/or signatures, where
requested, will result in rejection of submitted qualification packages.
2.2 RFQ RESPONSE REQUIREMENTS
Qualification packages, subject to the conditions made a part hereof and the receipt requirements described
below, shall be received at the address indicated in the table below.
Mailing address for delivery of qualification Office address of delivery by any other method (special
packages via US Postal Service delivery, overnight, or any other carrier)
RFQ TITLE: Comprehensive Facility Condition RFQ TITLE Comprehensive Facility Condition Assessment
Assessment and Improvement Plan and Improvement Plan
426 Mayview Street 426 Mayview Street
Fayetteville NC 28306 Fayetteville NC 28306
IMPORTANT NOTE: All qualification packages shall be physically delivered to the office address listed
above before the qualification package deadline of 5:00pm, August 10, 2026, regardless of the method of
delivery. All risk of late arrival due to unanticipated delay-whether delivered by email, hand, U.S. Postal
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RFQ Number: Comprehensive Facility Condition Assessment and Improvement Plan
Service, courier or other delivery service is entirely on the vendor. It is the sole responsibility of the vendor to
have the qualification package to the County department specified by the specified time and date of opening.
Any qualification packages received after the submission deadline will be rejected.
a) Submit one (1) signed, original executed qualification package response, 4 photocopies, and 1 electronic
copy on a flash drive.
b) Submit your qualification package response in a sealed package. Clearly mark each package with: (1)
Vendor name; (2) the RFQ title; and (3) the due date. Address the package(s) for delivery as shown in the
table above. Qualification packages will be subject to rejection unless submitted with the information
above included on the outside of the sealed response package.
c) The electronic copies of your qualification package must be provided on a flash drive. The files shall NOT
be password protected, shall be in .PDF or .XLS format, and shall be capable of being copied to other
media including readable in Microsoft Word and/or Microsoft Excel.
All addendums and/or corrections will be posted on the Cumberland County Vendor Self Service site
https://ccmunis.co.cumberland.nc.us/vss/Vendors/VBids/Default.aspx. Vendors who submit a notice of intent
to respond to jstefanko@cumberlandcountync.gov will receive addendums by email.
2.3 RFQ QUESTIONS
Written questions shall be emailed to jstefanko@cumberlandcountync.gov and
fphillips@cumberlancountync.gov by 5:00 pm on July 27, 2026. Vendors should enter "RFQ Comprehensive
Facility Condition Assessment and Improvement Plan: Questions" as the subject for the email. Questions will
not be answered by phone. Question submittals should include a reference to the applicable RFQ section.
Questions received prior to the submission deadline date, the County's response, and any additional terms
deemed necessary by the County will be posted in the form of an addendum to the Cumberland County Vendor
Self Service Site, https://ccmunis.co.cumberland.nc.us/vss/Vendors/default.aspx and shall become an
Addendum to this RFQ. Vendors who submit an intent to respond will receive addendums by email.
Vendors shall rely only on written material contained in an Addendum to this RFQ. Vendors should not
contact any other County employees, besides those listed above, during the evaluation process. Vendors
who contact any other County employees may be disqualified.
Any questions considered minute in nature or that point to an error in the RFQ or that the County determines
will produce information required for all vendors to submit a responsible qualification package, may be
answered at the County's discretion after the specified date and time. Such questions that are received after
the deadline are not guaranteed to be answered and if the questions qualify as "minute in nature" shall be
determined at the sole discretion of the County.
2.4 RFQ TERMS & CONDITIONS
It shall be the vendor's responsibility to read the instructions, the County's terms and conditions, all relevant
exhibits and attachments, and any other components made a part of this RFQ, and comply with all requirements
and specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and
other changes that may be issued in connection with this RFQ.
Questions, issues, or exceptions regarding any term, condition, or other component within this RFQ, must be
submitted as questions in accordance with the instructions in Section 2.3 RFQ QUESTIONS.
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RFQ Number: Comprehensive Facility Condition Assessment and Improvement Plan
If a vendor desires modification of the terms and conditions of this solicitation, it is urged and cautioned to
inquire during the question period, in accordance with the instructions in this RFQ, about whether specific
language proposed as a modification is acceptable to or will be considered by the County. It is the County's
sole discretion to accept or reject requested modifications and/or exceptions.
3.0 NOTICES TO VENDOR
3.1 PROHIBITED COMMUNICATIONS AND CONFIDENTIALITY
PROHIBITED COMMUNICATION: Each vendor submitting a qualification package, including its
representatives, subcontractors, and suppliers, is prohibited from having any communication with any
employees or members of the board of commissioners of the County except those employees of the County's
Finance Department as designated in this RFQ. A vendor who does not comply with this provision may be
disqualified from award of a contract.
!IMPORTANT INFORMATION! CONFIDENTIAL INFORMATION: The qualification package must
not contain any information marked as "confidential" or as a "trade secret" or in any other manner as to indicate
that it is information protected by the Trade Secrets Protection Act ( the "Act") as set out in Article 24 of
Chapter 66 of the North Carolina General Statutes, unless the vendor has noticed the County Finance
Department of its intent to designate any information in the qualification package as such and received
permission from the County Finance Department to do so in writing. Vendor's notice to the County
Finance Department must be in writing and must describe the information for which confidentiality is requested
and explain how the information is a "trade secret" as defined in G.S. 66-152(3). If the County Finance
Department determines the information for which confidentiality is requested is a "trade secret" covered by
the Act, it will notify the vendor how to mark the information in the qualification package and will identify the
measures that County will take to protect the confidentiality of the information. Vendor's submission of a
qualification package after receipt of this notice from the County Finance Departments shall be deemed to be
acceptance of the County Finance Department's statement of how it will maintain confidentiality. If the
County Finance Department determines the information for which confidentiality is requested is not a "trade
secret" covered by the Act, it will notify vendor of that determination. Any qualification package marked with
any information as "confidential" or as a "trade secret" or in any other manner as to indicate that it is
information protected by the Act in violation of this section shall be regarded as not responsive to the request
for qualifications and shall not be considered.
3.2 QUALIFICATION PACKAGE COMPLIANCE
It is in the best interest of vendors to submit qualification packages that are clear, concise, and easily
understood. Qualification packages should provide information essential for a straightforward and concise
description of vendor capabilities to satisfy the requirements of the RFQ specifications.
Vendors may include any optional data not provided elsewhere and considered to be pertinent to this RFQ as
an addendum.
Vendors are urged and cautioned to read the RFQ completely as noncompliance with requirements may result
in qualification package rejection. Section 4.0 requirements and request for information must be in the same
order with the same titles as listed in Section 4.0. Qualification packages should be easy to follow, and all
sections should be easily identified.
The specifications included in this RFQ describe the services that the County feels are necessary to meet the
performance requirements of this RFQ and shall be considered the minimum standards expected of the vendor.
However, the specifications are not intended to exclude potential vendors.
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RFQ Number: Comprehensive Facility Condition Assessment and Improvement Plan
If the vendor is unable to meet any of the specifications as outlined therein, vendors are advised to submit
questions and concerns regarding the specifications during the question-and-answer period described in
Section 2.3.
If the vendor does not indicate or submit questions or concerns regarding the specifications, the County shall
assume it is able to fully comply with these specifications. The County shall be the sole and final judge of
compliance with all specifications.
The County further reserves the right to determine the acceptability or unacceptability of all alternatives or
deviations.
3.3 RFQ EVALUATION PROCESS
The County shall review all responses to this RFQ to confirm that they meet the specifications and
requirements of the RFQ. The County shall not be required to hold interviews; however, depending on the
number of responses and the information contained in the responses, the County may decide to conduct
interviews with firms of its choice. The County reserves the right to request clarification of information
submitted. Vendors may be required to provide a demonstration upon request.
Once qualification packages have been evaluated, staff will attempt to negotiate a scope and fee with the top-
ranked firm and develop a mutually agreed upon contract for County approval. If for any reason the County
and the selected firm cannot agree on a scope, fee, terms, or any other matter, the County will enter negotiations
with the next most qualified firm.
The County reserves the right to reject all offers.
3.4 EVALUATION CRITERIA
All qualified responses will be evaluated and award made based on the following criteria to result in an award
most advantageous to the County:
1. Project Organization 25 points
2. Respondents Technical Approach 25 points
3. Qualifications and Experience of Firm 25 points
4. Qualifications and Experience of Staff 25 points
100 points
3.5 METHOD OF AWARD
Qualification packages will be evaluated based on evaluation criteria and awarded based on best overall value.
The County reserves the right to reject all original qualification packages and request one or more of the
vendors submitting qualification packages to submit a best and final offer (BAFO), based on discussions and
negotiations with the County, if the initial responses to the RFQ have been evaluated and determined to be
unsatisfactory.
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RFQ Number: Comprehensive Facility Condition Assessment and Improvement Plan
4.0 SCOPE OF WORK & VENDOR'S QUALIFICATION PACKGE CONTENT
REQUIREMENTS
4.1 SCOPE OF WORK
Cumberland County is seeking a qualified vendor to provide detailed, non-destructive visual inspections for
all 40 owned structures and to develop a comprehensive facility assessment, to include building condition and
utilization. The selected vendor will utilize this information to develop a strategic, multi-year capital
improvement plan for all buildings. The assessment shall include a comprehensive evaluation of structural
components, interior elements and all critical mechanical and electrical systems across designated facilities.
The vendor's comprehensive plan shall have accurate documentation of installation dates to forecast the
remaining service life and replacement cycles for all major building systems. The plan shall include
identification, prioritization and cost estimates for all necessary replacements including specific coding to track
ADA compliance and general coding concerns. Additionally, the successful vendor will incorporate the results
of a previous mechanical assessment and 10-year capital improvement plan of five critical buildings that will
be completed in mid to late 2026. It is expected that the vendor shall conduct kick off and project update/status
meetings with key staff, and develop a work plan including: assessment methodology, project timelines,
resource allocation, and quality assurance processes. The plan shall include on-site assessments as described
in this RFQ, and final reporting and presentations to key Boards and stakeholders.
A. OBJECTIVES
The vendor shall:
* Develop a comprehensive, multiyear capital improvement plan with timelines and cost estimates for
replacement and or refurbishment of all systems and structures at all 40 Cumberland County owned
facilities.
* Evaluate and provide information on effective current and future utilization of county facilities.
* Evaluate all facilities for compliance with all applicable laws, codes and regulations.
* Accomplish all tasks as listed below and throughout this RFQ regarding capacity, strategic planning,
regulatory requirements, development of standards, and technology and data management tools.
B. TASKS
Capacity, Utilization, and Strategic Planning
* Development of a custom formula to measure and optimize utilization across all participating county
departments.
* Analysis of staff location mapping (geocoding) to identify underutilized space, providing actionable
recommendations for cost savings and operational improvements.
* Creation of facility standards based on industry best practices and community input to guide effective
project implementation.
* Integration of community demographic data and local economic conditions to support long-term
planning efforts.
Compliance, Regulatory Requirements, and Parking
* Verification that all 40 facilities meet essential legal and safety standards, including the Americans
with Disabilities Act (ADA), International Building Code, Fire, Electrical, Mechanical and Plumbing
codes.
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RFQ Number: Comprehensive Facility Condition Assessment and Improvement Plan
* Execution of thorough building code and ADA surveys using specific, standardized checklists.
* Execution of comprehensive parking surveys, including specific evaluations and checklists for ADA-
compliant parking spaces and accessible paths of travel.
Technology and Data Management
* All facility and asset data for the 40 locations must be managed via a centralized, web-based tool.
* Implement collection tools (e.g., tablets) to facilitate the direct upload of field data and digital imagery
into the database.
* Provision of capital renewal modeling to predict future needs and calculate the Facility Condition Index
(FCI) for every facility to assist in ongoing budgetary management.
Integration of Previous Mechanical Assessment of 5 Facilities
In mid to late 2026 a comprehensive Mechanical Assessment to develop a 10-year Capital Improvement Plan
was developed for 5 critical facilities: Detention Center, Law Enforcement Center, Department of Social
Services, Health Department and Animal Services. The selected vendor's facility assessment shall incorporate
the results of this assessment into one comprehensive plan and timeline.
4.2 QUALIFICATION PACKAGE REQUIREMENTS
Qualification packages shall be provided on 8.5" x 11" paper with a maximum of twenty-five (25) standard
typewritten pages, font size 11 or larger. The page limit does not include required County forms, front or back
covers, table of contents and cover letter. The page limit does include the tabs and other dividers. Double sided
pages will be counted as two (2) pages. Promotional literature, brochures, etc. will also be considered as part
of the page limit. Packages which exceed the page limit may be rejected as non-compliant.
Qualification packages must include the required information below. Qualification packages shall be tabbed,
using the titles identified in this section, to identify the required information. Tabs must be in the same order
as listed below. Failure to submit this information may render the qualification package non-responsive.
Vendors are urged and cautioned to read the notices in Section 3.1. Noncompliance with the
confidentiality requirements will result in a qualification package being considered nonresponsive.
A. PROJECT ORGANIZATION
Vendor shall describe the organizational and operational structure it proposes to utilize for the work described
in this RFQ and identify the responsibilities to be assigned to each person vendor proposes to staff the work.
B. TECHNICAL APPROACH
Vendor's qualification package shall include, in narrative, outline, and/or graph form the vendor's approach to
accomplishing the tasks outlined in the Scope of Work section of this RFQ. A description of each task and
deliverable and the schedule for accomplishing each shall be included.
C. QUALIFICATIONS AND EXPERIENCE
Vendor shall demonstrate experience with public and/or private sector clients with similar or greater size and
complexity to the County of Cumberland. Vendor shall provide information as to the qualifications and
experience of all executive, managerial, legal, and professional personnel to be assigned to this project,
including resumes citing experience with similar projects and the responsibilities to be assigned to each person.
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RFQ Number: Comprehensive Facility Condition Assessment and Improvement Plan
D. REFERENCES
Vendors shall provide at least three (3) references for which your company has provided services of similar
size and scope to that proposed herein.
TELEPHONE EMAIL ADDRESS
COMPANY NAME CONTACT NAME
NUMBER
5.0 CONTRACT TERMS AND CONDITIONS
5.1 IRAN DIVESTMENT ACT
As provided in N.C.G.S. 147-86.55-69, any person identified as engaging in investment activities in Iran,
determined by appearing on the Final Divestment List created by the North Carolina State Treasurer pursuant
to G.S. 147-86.57(6) c, is ineligible to contract with the County of North Carolina or any political subdivision
of the COUNTY.
5.2 E-VERIFY
CONTRACTOR shall comply with the requirements of Article 2 of Chapter 64 of the General Statutes.
Further, if Contractor utilizes a subcontractor, CONTRACTOR shall require the subcontractor to comply with
the requirements of Article 2 of Chapter 64 of the General Statutes.
5.3 DIVESTMENT FROM COMPANIES THAT BOYCOTT ISRAEL
The CONTRACTOR certifies that it has not been designated by the North Carolina State Treasurer as a
company engaged in the boycott of Israel pursuant to N.C.G.S. 147-86.81. It is the responsibility of each
CONTRACTOR to monitor compliance with this restriction. Contracts valued at less than $1,000.00 are
exempt from this restriction.
5.4 CONTRACT CHANGES
Contract changes, if any, over the life of the contract shall be implemented by contract amendments agreed to
in writing by the COUNTY and CONTRACTOR.
5.5 CONTRACT TERM
The Contract shall have an initial term of one year, beginning on the date of contract award (the "Effective
Date"). The CONTRACTOR shall begin work under the Contract within 60 business days from the date the
Notice to Proceed is issued.
At the end of the Contract's current term, the COUNTY shall have the option, in its sole discretion, to renew
the Contract on the same terms and conditions for up to a total of two additional one-year terms.
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