REQUEST FOR QUALIFICATIONS City Park Design Services

Page 1 of 14

REQUEST FOR QUALIFICATIONS

City Park Design Services

Date Issued: June 14, 2019

City of Mount Holly, NC

400 East Central Avenue

Mount Holly, NC 28120

RFQ – City Park Design Services City of Mount Holly, NC

Page 2 of 14

The City of Mount Holly, NC (the City) requests statements of qualifications from engineering

firms to create a design package based on the Veteran’s Park Feasibility Study, a new

gymnasium and a pedestrian bridge with greenway crossing Dutchmans Creek which has also

gone through a feasibility study. The City of Mount Holly will require Design Development to

be complete no later than November 1, 2019 along with a cost estimate. The City of Mount

Holly anticipates awarding a single contract for the services required to develop construction

documents to the design development level. Statement of Qualifications are due no later than

11:00 AM on July 3, 2019.

The City is seeking a firm whose combination of experience and personnel will provide timely,

cost-effective and quality professional services for these projects. Areas of expertise should

include feasibility studies, construction cost estimation for new construction and renovation

projects, site plan review and layout and architectural design with an emphasis on new park

facility and amenities construction.

The City’s performance expectations for all services are detailed in Exhibit 1. A schematic plan

of Veterans Park is detailed in Exhibit 2. A preliminary detail showing the pedestrian bridge can

be found in Exhibit 3. A map of Tuckaseege Park can be found in Exhibit 4.


Page 3 of 14

SCOPE AND REQUIREMENTS

The City of Mount Holly seeks to hire a design consultant to prepare construction drawings,

documents and cost estimates for the development of Veterans Park, a pedestrian bridge with

greenway crossing Dutchmans Creek and a new gymnasium at Tuckaseege Park. The City shall

reserve the right to amend any of the identified projects under this request for qualifications. The

design of Veterans Park should be based on the Downtown Park Feasibility Study (Exhibit 2),

completed by Kimley-Horn and Associates, Inc. in 2019. The design for the pedestrian bridge

with greenway crossing Dutchmans Creek should be based on the Dutchmans Creek Greenway

Feasibility Study, completed by Kimley-Horn and Associates, Inc. in 2019 (Exhibit 3, map

showing proposed location of bridge). The new gymnasium to be located at Tuckaseege Park

has not been studied at this point. However, a map of Tuckassege Park can be found in Exhibit

4. It is the City’s intent to use the design development drawings and cost estimates to prepare a

bond referendum for voter approval in early 2020. The selected firm will assist the City to

prepare the bond package for the public outreach phase, leading up to the actual referendum

vote. The bond package will consist of cost estimates and conceptual drawings, etc.

As a part of the assigned scope, the Design Consultant is expected to:

Use the Downtown Park Feasibility Study plan for the development of the Veterans Park

construction design. (Exhibit 2)

Use the Dutchmans Creek Feasibility Study plan for the development of the pedestrian

bridge crossing. (Exhibit 3)

Design a gymnasium to include two multi-use basketball courts, weight room, meeting

room, kitchen, restroom and locker rooms, etc. to be located at the Tuckaseege Park.

(Exhibit 4, Map of Tuckaseege Park)

The design consultant will be required to present design development drawings at 35%

no later than November 1, 2019. Periodic updates to City Staff, Parks and Recreation

Commission and City Council will be required as well.

Develop a complete project cost estimate to include all required services, costs and

contingencies.

Complete the construction drawings and specifications for the projects that meet all local

code requirements. Plans must be sealed by a design professional in the State of North

Carolina.

Provide a construction phasing plan for consideration in case the project needs to be

phased in over two or more years.

The intent of the City is to obtain Design Consultant Services to the completion of

Design Development for phase 1. Phase 2 will move from design development up to the

completion of construction under this Request for Qualifications.

The City reserves the right to not move forward with completion of Construction

Documents should the consultant not perform to the City’s satisfaction for Design

Development.

PRE-RFQ SUBMITTAL CONFERENCE A pre-RFQ submittal conference will be held at the Mount Holly Municipal Complex, 400 East

Central Avenue, Mount Holly, NC 28120 at 10:00 AM, Thursday, June 20, 2019. All

perspective firms are strongly encouraged to attend this conference.


Page 4 of 14

QUALIFICATIONS PACKAGE EVALUATION CRITERIA Qualifications Packages will be evaluated on the firms’ ability to meet the requirements of this

Request for Qualifications (RFQ). Some heavily weighted, specific evaluation criteria, among

other factors, will include:

Demonstrated previous design experience of the firm and its ability to meet the

requirements of the RFQ;

Qualifications of design personnel assigned to carry out the design concept;

Demonstrated ability of firm to develop a unique facility that meets the design concept

for the site specific area;

The firm’s demonstrated ability to create construction designs for park facilities on time

and within budget;

Demonstrated ability to design a park facility that can be maintained through routine

maintenance;

Demonstrated ability to design a park facility that emphasizes park patron safety;

Qualifications, certifications, abilities, engineering disciplines and geographic location of

key individuals identified in the Qualifications Package;

Qualifications of architectural consultants;

Experience with bond referendum package preparation;

References;

An office in the Mount Holly/Gastonia/Charlotte region.

SUBMITTAL REQUIREMENTS

If your firm would like to be considered for providing the required services for the City, please

submit seven (7) original and one (1) digital copy of your Qualifications Package to:

Jonathan Wilson

Planning Project Manager

The City of Mount Holly



Title on Package: RFQ – Construction Design Services for Veterans Park Expansion, Dutchmans

Creek Pedestrian Bridge, Tuckaseege Park Gymnasium

Each firm is solely responsible for the timely delivery of its Qualifications Package. All

Qualifications Packages must be received by 11:00 AM on Wednesday, July 3, 2019. No

Qualifications Packages will be accepted after this deadline. Firms accept all risks of late

delivery of Qualifications Packages regardless of fault.

Questions concerning bidding procedures and/or contract administration shall be submitted in

writing and directed to:

Jonathan Wilson

Planning Project Manager



[email protected]

mailto:[email protected]


Page 5 of 14

All questions shall be submitted by 5:00 PM on June 26, 2019. In order that the selection

process is as objective as possible, do not contact any City of Mount Holly officials other than

noted above. Any attempt to contact any person other than listed above may result in

disqualification of the firm’s submittal for consideration.

The Qualifications Package should consist of a cover Letter of Interest and the two tabbed

sections described below. Submittals shall be limited to twenty-five (25) pages, 8.5” x 11”

format. Front and back copying is acceptable, but each side counts as a page. Cover letters of

interest, table of contents, tabs or dividers are not included in the page count. Longer

submissions may be removed from consideration. The cover Letter of Interest must identify a

contact person for questions during the RFQ process and provide contact information

including telephone number, fax, email and postal address.

TAB ONE: INFORMATION ABOUT THE TEAM

Please provide the information requested in the following order under Tab One:

1. Identify the legal entity that would enter into the contract with the City and include

location of company headquarters, local office location, type of business (sole

proprietorship, partnership, corporation), state of incorporation or organization and

Federal Employer Identification Number, and the name and title of the person authorized

to enter into an agreement.

2. Provide an organizational chart identifying members of the team, including consultants

who would be assigned to this project. The chart should clearly delineate roles and

responsibilities of the various team members. Please indicate the geographical location

of any team member whose office is outside the Mount Holly/Charlotte region.

3. For proposed consultants, please provide the name of each firm, the office location,

contact name and telephone number, and the services to be provided.

4. Summary of five (5) similar projects, in the past 5 years, for which the company was

responsible. Each of the project summaries should include the following:

a. Description of project, including scope and year completed.

b. Degree of involvement (principal or sub).

c. Project references including names, addresses, and telephone numbers.

5. State any conflicts of interest your firm or any key individual may have with the City.

TAB TWO: INFORMATION REGARDING THE SERVICES

Please provide the information requested in the following order under Tab Two:

1. Indicate the number of professional staff available and qualified to perform services.

Include detailed background information for each key member of the team including:

Job classification;


Page 6 of 14

Roles and responsibilities;

Professional registrations and certifications listing applicable state(s);

Office location;

Years of service with the firm;

Role in past projects; and

Present and anticipated workload and ability to handle additional projects for the

next 12 month period.

2. Describe the proposed project team’s experience and capability in these areas:

Conceptual and technical approach to the work;

Proposed schedule for completing the work;

Technical documents for bond package preparation;

Architectural design;

Surveying;

Civil design;

Structural design;

Mechanical (HVAC) design;

Electrical design;

Plumbing design;

Landscape Architecture;

Coordination with regulatory permitting agencies;

Public involvement, public outreach material for bond packages;

Utility coordination; and

Any other applicable skills

3. Litigation History – Include a statement detailing whether your firm is currently in

litigation or has been in litigation in the past five (5) years. If there is litigation history,

please explain each occurrence and the circumstances with the outcome.

4. Describe the lead firm’s ability to support the project team in the following areas:

Procedures and processes to manage the work;

Backup and support personnel, specialty experts, and other resources and their

locations; Meeting schedules and budgets; and

Quality control procedures.

5. If a significant portion of work on any project task is expected to be performed in any

office other than in Mount Holly/Gastonia/Charlotte region office listed, list each task

and the associated office from which work will be performed.


Page 7 of 14

ADDITIONAL INFORMATION ABOUT THIS RFQ

Selection Committee

A Selection Committee will evaluate the information submitted. Interviews with short-listed

firms are anticipated, but are not mandatory. If interviews are needed they will take place on

Monday, July 8, 2019. You will be notified of an interview by 5:00 PM on Friday, July 5, 2019.

Public Records

Upon receipt by the City, your Qualifications Package becomes the property of the City and is

considered a public record except for material that qualifies as “Trade Secret” information under

North Carolina General Statute 66-152 et seq. Your Qualifications Package will be reviewed by

the City’s Selection Committee, as well as other City staff and members of the general public

who submit public record requests. To properly designate material as a trade secret under these

circumstances, each firm must take the following precautions: (a) any trade secrets submitted by

a firm should be submitted in a separate, sealed envelope marked “Trade Secret – Confidential

and Proprietary Information – Do Not Disclose Except for the Purpose of Evaluating this

Qualifications Package,” and (b) the same trade secret/confidentiality designation should be

stamped on each page of the trade secret materials contained in the envelope.

In submitting a Qualifications Package, each firm agrees that the City may reveal any trade

secret materials contained in such response to all the City staff and the City officials involved in

the selection process and to any outside consultant or other third parties who serve on the

Selection Committee or who are hired by the City to assist in the selection process. Furthermore,

each firm agrees to indemnify and hold harmless the City and each of its officers, employees and

agents from all costs, damages, and expenses incurred in connection with refusing to disclose

any material that the firm has designated as a trade secret. Any firm that designates its entire

Qualifications Package as a trade secret may be disqualified from the selection process.

Clarification of Submittal

The City reserves the right to obtain clarification of any item in a firm’s proposal or to obtain

additional information.

Conditions and Reservations

The City expects to select one (1) firm, but reserves the right to request substitutions of

consultants. The City reserves the right to reject any or all responses to the RFQ, to advertise for

new RFQ responses, or to accept any RFQ response deemed to be in the best interest of the City.

The City reserves the right to waive technicalities and informalities.

A response to this RFQ should not be construed as a contract, nor indicate a commitment of any

kind. The RFQ does not commit the City to pay for costs incurred in the submission of a

response to this RFQ or for any cost incurred prior to the execution of a final contract. No

recommendations or conclusions from this RFQ process concerning your firm shall constitute a

right (property or otherwise) under the Constitution of the United States or under the

Constitution, case law or statutory law of North Carolina. Neither binding contract, obligation to

negotiate, nor any other obligation shall be created on the part of the City unless the City and

your firm execute a contract.


Page 8 of 14

Corrections and Addendums

Any corrections or addendums (including Q&A) to this RFQ will be posted at the following

webpage: https://mtholly.us/bid-opportunities.php. Applicants are responsible for monitoring

this page for any corrections or addendums. Applicants must include within their

Cover/Introductory Letter a statement acknowledging that applicants have read and

understand any and all corrections and addendums.

General Conditions:

1. Any costs by respondents in preparing or submitting a proposal for this RFQ shall be the

respondent’s sole responsibility.

2. Following the selection, a contract will be negotiated for services. If negotiations are

unsuccessful with the first firm selected, a second firm will be selected and negotiations

initiated.

3. The company must be licensed in North Carolina.

4. The City of Mount Holly plans to enter into two separate contracts associated with this

Request for Qualifications. The City will enter into negotiations of scope and fee for the

design development which may be accompanied by a contract. If the bond is approved

the City may enter into negotiations of scope and fee for the remainder of design to

complete construction documents which may be accompanied by a second contract.

Vendor or Contractor Conflict of Interest

The City of Mount Holly requires that the Vendor or Contractor Conflict of Interest Disclosure

Statement be completed and filed with all proposals, bid responses, contracts, or grant or loan

requests to the City in excess of $10,000. The disclosure statement is not required for contracts

for gas, water, and electric services where no competition exists, or where rates are fixed by law

or ordinance. In circumstances where a contract is awarded by competitive bid, the disclosure

statement shall be required from persons submitting responses to requests for proposals, requests

for qualifications, invitation to bid, grant applications, or other proposals.

PROJECT SCHEDULE Anticipated schedule:

The following Schedule of Events represents the City’s best estimate of the schedule that will be

followed. The City reserves the right, at its sole discretion, to adjust this schedule as it deems

necessary.

Tentative Schedule of Events: Date

Request for Qualifications Issued 6/14/19

Pre-Submittal Meeting at 10:00 AM 6/20/19

Deadline for written questions and clarification on Request for 6/26/19

Qualifications

Deadline for submission of Qualifications at 11:00 AM 7/3/19

Owner completes qualification evaluation to establish a shortlist of 7/5/19

firms remaining in the competition. Owner notifies short-listed firms

and schedules interviews (if necessary).

Complete interviews of short-listed firms (if necessary). 7/8/19

Presentation to City Council of proposed Consultant 7/8/19

Notify selected Design Consultant and begin contract negotiations. 7/9/19 – 7/12/19

https://mtholly.us/bid-opportunities.php


Page 9 of 14

Design Development complete with cost estimation of each project 11/1/19

submitted for review.

Bond referendum package preparation 11/1/19 – 12/1/19


Page 10 of 14

EXHIBIT 1

PERFORMANCE EXPECTATIONS

Fulfilling Contract Obligations:

The selected firm will understand and uphold the City’s best interest at all times.

The City’s Project Manager and firm shall be responsible to read, understand and fulfill

all items in the contract.

The firm is responsible to fulfill all of the requirements of the contract, including the

QA/QC plan.

The firm is responsible for the schedule, budget and quality of all of the work performed

on the project, including that of their consultants.

The firm shall maintain continuity of staff assignments. Written approval from the City’s

Project Manager is required prior to changing staff assignments.

Timeliness/Responsiveness:

Phone calls shall be returned by the end of the next working day.

All correspondence which includes a request for response shall be responded to within

the specified time frame.

The firm shall inform the City’s Project Manager in a timely manner of upcoming

concerns, problems, etc. such that they can be addressed by the Project Team without

delaying the project schedule.

Clarity:

The City’s Project Manager shall clearly lay out the project goals at the beginning of the

project, and communicate additional expectations as soon as they are known.

The firm shall request clarification in a timely fashion from the City’s Project Team

whenever required in order to understand the City’s expectations.

All communication shall be presented in a timely, clear and concise manner.

Invoicing: With each invoice, a minimum of detail will include date, the City’s Purchase

Order Number, employees billings to invoice, etc.

Monthly Status Report: With each monthly invoice, the firm shall provide a signed

Monthly Status Report and document in that report any project questions/issues/concerns

to be addressed by the Project Team.

Questions/problems identified in the Monthly Status Report shall be promptly addressed

by the entire Project Team.

Citizen Contacts:

Citizen Correspondence:

The firm shall provide copies of all correspondence with property owners and third

parties associated with the project (other than consultants) according to contract

requirements.

The firm shall not convey to citizens information on the City policies or procedures

unless otherwise directed by the City’s Project Manager.

The firm shall represent the City in a professional manner.


Page 11 of 14

Council/Public Meetings:

The firm shall participate in a professional manner in all Council or public meetings at a

level determined by the City’s Project Manager (e.g. serve as main speaker, share

speaking responsibilities with Project Manager, answers questions etc.)

The firm shall prepare exhibits that provide clear, understandable information meeting

the specifications set forth by the City’s Project Manager and the contract.

The City’s Project Manager will provide a clear description of all exhibits, PowerPoint

presentations, handouts etc. to be included in the public meeting. The City’s Project

Manager will provide a clear explanation of which topics the firm will be responsible to

present at the meeting.

Providing Quality Submittals

The firm is responsible to ensure that their QA/QC plan is followed throughout the

project.

The firm shall provide recommendations/solutions that are innovative, appropriate,

practical, feasible, cost effective, meeting the goals of the project.

The firm shall submit high quality work that meets all the City’s standards, criteria and

requirements as set forth in the Contract Scope.

Meeting Milestone Deadlines

The firm shall meet all milestone deadlines as identified in the Contract.

The City’s Project Team shall meet all review milestone deadlines as identified in the

Contract.

Meeting Budgets

The firm shall work within the parameters of the budget and invoicing procedures as

specified.

No transition of funds from one task or another, or use of Specified or Unspecified

Additional Services monies shall occur without written approval from the City’s Project

Manager.

The firm is responsible for recommending alternative selections, design parameters,

proposed alignments, major project features, special provisions etc. that follow the City

standard practices and meet the goals of the project. The firm is responsible to obtain

clarification from the City’s Project Manager prior to spending significant time on major

tasks. The City will not compensate the firm for any alternatives, alignments, submittals

etc., developed by the firm without prior approval from the City’s Project Manager that

does not meet the goals of the project.


Page 12 of 14

EXHIBIT 2

VETERANS PARK FEASIBILITY STUDY MAP


Page 13 of 14

EXHIBIT 3

PEDESTRIAN BRIDGE SPANNING DUTCHMANS CREEK


Page 14 of 14

EXHIBIT 4

TUCKASEEGE PARK