PROJECT NUMBER 2020-001
The Town of Montreat is seeking interested firms to bid on infrastructure repair engineering and design. Heavy rainfall and high water resulting from Tropical Storm Alberto on May 30, 2018 damaged the bank, road, and retaining wall along Puncheon Branch and Texas Road.
1.1 Project Goals
To obtain all engineering and design services that may be necessary for the repair of the Texas Road Bank Stabilization project.
2.0 BACKGROUND INFORMATION; RFQ PROCESS
Along the first bend of Texas Rd just southeast of the intersection between Texas Rd and Lookout Rd, there is an approximately 115 linear foot section of destabilized streambank along Puncheon Branch that is causing structural damage to Texas Rd. Historically this section of stream was stabilized by a rock wall. Flooding conditions in 2018 have created failures in the wall and substantial undermining at the base of the wall. The Town of Montreat proposes to fix this section of destabilized bank by repairing/replacing the existing retaining wall to armor the bank against further flooding damages and restoring a decorative rock facade. Because this project site is located in FEMA zone AE, a flood study and no‐rise certification must be obtained.
2.1 Project Description; Scope of Work
The project scope includes all engineering and design services that may be necessary for: Erosion Control Measures, Structural Wall Design, Topographical Survey, Environmental Permitting, No-Rise Certification, Utility Impact Allowance (Water, Sewer, Storm), Engineering Design/Bidding, and Construction Observation.
2.2 Maximum Time Allowed
All aspects of the project will be completed no later than March 31st.
2.3 Project Schedule
The deadline for submitting RFQ questions and the Statement of Qualifications (SOQ) due date are stated below. The Town of Montreat also anticipates the following additional Project milestone dates. This schedule is subject to revision by addenda to this RFQ.
- Issue RFQ –September 17, 2020
- Deadline for submitting RFQ questions – October 1, 2020; 12:00 PM
- SOQ due date – October 9, 2020; 12:00 PM
The Town of Montreat reserves the right, in its sole discretion, to cancel this RFQ, issue a new request for qualifications, reject any or all SOQs, seek or obtain data from any source that has the potential to improve the understanding and evaluation of the responses to this RFQ, seek and receive clarifications to an SOQ and waive any deficiencies, irregularities or technicalities in considering and evaluating the SOQs. This RFQ does not commit the Town of Montreat to enter into a contract or proceed with the procurement of the Project. The Town assumes no obligations, responsibilities and liabilities, fiscal or otherwise, to reimburse all or part of the costs incurred by the parties responding to this RFQ. All such costs shall be borne solely by each Submitter.
2.4 Town of Montreat Project Management; Ex Parte Communications
Barry Creasman is the Town’s contact person and addressee for receiving all communications about the Project. Only written inquiries will be accepted. All inquiries and comments regarding the Project and the procurement thereof must be made by e-mail:
During the Project procurement process, commencing with issuance of this RFQ and continuing until award of a contract for the Project (or cancellation of the procurement), no employee, member or agent of any Submitter shall have any ex parte communications regarding this procurement with any member of the Town of Montreat Board of Commissioners, their advisors (i.e. departments, boards, authorities) or any of their contractors or consultants involved with the procurement, except for communications expressly permitted by the Town of Montreat Project Manager and this RFQ. Any Submitter engaging in such prohibited communications may be disqualified at the sole discretion of Town of Montreat.
2.5 Questions and Clarifications; Addenda
Questions and requests for clarification regarding this RFQ must be submitted in writing. To be considered, all questions and requests must be received by 12:00 PM Eastern Standard Time, on 10/1/2020. The Town reserves the right to revise this RFQ at any time before the SOQ due date. Such revisions, if any, will be announced by addenda to this RFQ. The Town will use the following guidelines when responding to questions and requests for clarification and issuing addenda:
- The Town of Montreat will answer questions and requests for clarification and post the answers to the Town’s website: https://townofmontreat.org/bid-opportunities/
2.6 Conflicts of Interest
The Submitter’s attention is directed to N.C.G.S. 14-234, which prohibits public officers or employees from benefitting from public contracts. In addition, The Town of Montreat has developed a policy regarding Conflict of Interest. A copy of this policy is available upon request. The Submitter is prohibited
from receiving any advice or discussing any aspect relating to the Project or the procurement of the Project with any person or entity with a conflict of interest.
The Submitter agrees that, if after award, a conflict of interest is discovered, the Submitter must make an immediate and full written disclosure to Town of Montreat that includes a description of the action that the Submitter has taken or proposes to take to avoid or mitigate such conflicts. If a conflict of interest is determined to exist, the Town may, at its discretion, cancel the contract for the Project. If the Submitter was aware of a conflict of interest prior to the award of the contract and did not disclose the conflict to the Town of Montreat, the Town may terminate the contract for default.
2.7 Equal Employment Opportunity
The Submitter is required to follow both North Carolina and Federal Equal Employment Opportunity (EEO) policies.
2.8 Minority and Women Owned Business Enterprises (MWBE)
It is the policy of the Town of Montreat that Minority and Women Owned Business Enterprises (MWBEs), as defined in N.C.G.S. 143-128.2, and other small businesses shall have the maximum feasible opportunity to participate in contracts financed in whole or in part with public funds. Consistent with this policy, the Town of Montreat will not allow any person or business to be excluded from participation in, denied the benefits of, or otherwise be discriminated against in connection with the award and performance of any contract because of sex, race, religion, or national origin.
Town of Montreat has established a Non-Discrimination & Minority Participation program in accordance with regulations of N.C.G.S. 143-128.2. In this regard, the contractor will take all necessary and reasonable steps in accordance with N.C.G.S. 143-128.2 to ensure that MWBEs have the maximum opportunity to compete for and perform the contract.
3.0 CONTENT OF STATEMENT OF QUALIFICATIONS; HOW INFORMATION IN THE STATEMENT OF QUALIFICATIONS WILL BE USED
This section describes specific information that must be included in the SOQ. SOQs must follow the outline of this Section 3.0. Submitters shall provide brief, concise information that addresses the requirements of the Project consistent with the evaluation criteria described in this RFQ. Documents submitted pursuant to this RFQ will be subject to the Freedom of Information-Privacy Act and N.C.G.S. Chapter 132, Public Records.
The Town of Montreat will initially review SOQs on a pass/fail basis. The purpose of this initial review is for Town to determine whether the SOQ, on its face, is responsive to this RFQ. A SOQ will be, on its face, responsive to this RFQ if it appears to include all the components of information required by this RFQ in the manner required by this RFQ. This initial pass/fail review does not include any qualitative assessment as to the substance of the information submitted. Those SOQs that pass the pass/fail review will then be reviewed on a qualitative basis. The following Sections 3.1 through 3.5 describe the information that is required.
3.1 Point of Contact
Provide a Cover Letter stating the business name and address of the submitter that Identifies one contact person with his or her address, telephone and fax numbers, and e-mail address. This person shall be the single point of contact on behalf of the submitter organization, responsible for correspondence to and from the organization and the Town of Montreat.
3.2 Submitter Organization and Experience
The information required by this section will be used in the qualitative assessment of the SOQ. The Town of Montreat will evaluate the capabilities of the submitter organization to effectively deliver the Project. Each submitter shall certify to the governmental entity that each licensed design professional who is a member of the submitting team, including subconsultants, was selected based upon demonstrated competence and qualifications in the manner provided by G.S. 143-64.31
Describe experience on similar civic, governmental, and/or commercial projects that the Submitter engineered or designed.
Each project description must include the following information:
- A narrative describing the project
- Name of the project and the owner’s contact information (project manager name, phone number, e-mail address)
- Dates of engineering and design
The Town of Montreat may elect to use the information provided as a reference check.
3.3 Key Personnel
The information required by this section will be used in the qualitative assessment of the SOQ. Include the following information for each of the key personnel:
- Relevant licensing and registration
- Years of experience performing similar work
- Length of employment with current employer
3.4 Acknowledgment of Clarifications and Addenda
Identify all clarifications and addenda received by number and date.
3.5 Conflicts of Interest
Identify all relevant facts relating to past, present, or planned interest(s) of the Submitter’s team which may be viewed as, an organizational conflict of interest in connection with this RFQ. See Section 2.6.
4.0 EVALUATION PROCESS
The Town of Montreat will initially review the SOQs for responsiveness to the requirements of this RFQ. Then the information in the SOQ will then be measured against the content of Sections 3.0-3.5.
The Town of Montreat reserves the right to conduct interviews with all potential Submitters prior to selection of a firm. The Town may conduct these interviews during its evaluation of the overall SOQ submittal process and scoring. If elected by the Town, the Town will determine the schedule for interviews following receipt of the SOQs.
4.2 SOQ Evaluation and Scoring
The Town of Montreat will evaluate all responsive SOQs and measure each Submitter’s response against the project goals and selection criteria set forth in this RFQ, resulting in a numerical score for each SOQ.
5.0 PROCEDURAL REQUIREMENTS FOR SOQ SUBMITTAL (TIME, PLACE, FORMAT)
Failure of any Submitter to submit their SOQ as required in this RFQ may result in rejection of its SOQ.
All SOQs must be received by 12:00 PM Eastern Standard Time, on October 9, 2020, 12:00 PM as indicated in Section 2.3. Seven (7) hard copies and a digital PDF copy of the statement of qualifications must be delivered in a sealed package to:
Town of Montreat PO Box 423
Montreat, NC 28757
Project Number 2020-000: Texas Road Bank Stabilization
Any SOQ that fails to meet the deadline or delivery requirements, including the number and format of SOQ copies, will be rejected without opening, consideration or evaluation. Submitters assume responsibility for the agent of delivery.